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Template library

1099 contractors: W-9 and payment backup

Collect W-9s, legal names, TINs on file, and annual payment totals so your team can prepare or review 1099-NEC filings without last-minute chasing.

Begin on our free tier. Upgrade when you need more.

What this template is for

1099 season breaks when W-9s are missing or vendor legal names do not match banking records. This pack standardizes what you collect from clients: identification, box-ready amounts, and payment character (rent, legal, services).

When to use it

  • January vendor cleanup before 1099 filing.
  • New vendor onboarding so next January is painless.
  • Post-acquisition merges of AP master data.

Tips

  • Apply your firm’s dollar threshold and entity-type rules in the email when you send this; the template stays generic on purpose.

Checklist preview

What this template asks for

These items are cloned into your workspace when you use the template. Edit anything before you send.

5 items

  1. Tax year / filing entity

    Required Short answer

    Which EIN or sole prop name is issuing 1099s?

  2. Vendor list with legal name, TIN type, and annual amount paid

    Required File upload

    Spreadsheet or export from AP software.

    Include address on file if your software prints it on forms.

  3. Signed W-9 for each 1099 vendor (or substitute statement path)

    Required File upload

    Zip per vendor is fine. Flag any “awaiting W-9” in the notes item.

  4. Any payments characterized as rent, royalties, attorney fees, or medical services

    Long answer

    These can affect box mapping. If none, write “None”.

  5. Confirm amounts tie to cash or accrual basis your firm uses for 1099s

    Required Checkbox

    Tick after reconciling to GL or AP subledger.

Add this to your workspace, then send when you are ready

We save it as a template so you can adjust items, choose a client, and send like any other request.