🧾 1099/W-9 Manager

Overview

The 1099 Manager in Client Hub allows your team to review, request, and manage W-9s and 1099 vendor information directly from QuickBooks.

This feature is located within Books Review under the FIRM ONLY section, meaning it is visible only to your firm’s internal users and not to your clients.

The 1099 Manager pulls vendor, payment, and Tax ID data from QuickBooks and pushes updates (such as corrected Tax IDs and W-9 details) back to QuickBooks to keep both systems aligned.

📌 Requirements

To use the 1099 Manager, ensure:

• The workspace is connected to QuickBooks
• Vendor payment data exists in QuickBooks

📌 Important:

Only vendors with recorded payments in QuickBooks will appear. Vendors without payments will not be displayed.

📍 Accessing the 1099 Manager

1. Go to Books Review under the FIRM ONLY section
2. Select the desired time period (for example, This Year or Last Year)
3. Scroll to the bottom of the Books Review panel and select 1099 Manager

At the top of the page, you’ll see summary boxes for:

• Not Tracking for 1099
• Eligible, but Missing TIN
• Pending W-9s
• W-9s Received
• Ready to Export

🔄 Vendor & Tax ID Sync

The 1099 Manager syncs vendor data from QuickBooks each time it is accessed.

Data Pulled from QuickBooks

• Vendor Name
• Contact Email
• Address
• Vendor Type
• 1099 Tracking Status
• Payment Totals
• Tax ID (EIN or SSN)

Tax IDs appear in the TIN on File column when available.

Sending Updates to QuickBooks

When you:

• Review a W-9
• Update a Tax ID
• Modify vendor information
• Click Save
• Select Publish to QuickBooks

Your changes sync back to QuickBooks automatically.

📊 Why Don’t All Vendors Appear?

It’s common to have many vendors in QuickBooks but see fewer in the 1099 Manager.

The 1099 Manager only shows vendors with payments recorded in QuickBooks during the selected time period.

Example: “Why do only 28 vendors appear?”

• Purchase and Bill Payment transactions are pulled from QuickBooks
• Vendors with payments are identified
• Only those vendors are displayed

If 28 vendors appear, only 28 had qualifying payments.

📌 Vendors without qualifying transactions will not appear.

🔍 Filtering and Reviewing Vendor Data

Use the Filters panel to narrow results by:

• Status (e.g., Pending W-9, W-9 Received)
• Tax ID Status (Missing or Complete)
• Vendor Type

Vendor table columns include:

• Vendor Name
• Contact
• Address
• Track Pmts.
• Total Paid (YTD)
• Type
• TIN on File
• Date (request and received activity)
• Status
• Atts.
• Actions

Each column can be sorted using the arrows (⇅).

📩 Requesting W-9s

To send W-9 requests:

1. Select one or more vendors
2. Click Request W-9

This option is available only if the vendor has an email address.

Vendors receive an email titled:

“W-9 Request from [Client Name]”

The email includes a secure upload link.

💡 Tip: You can update a vendor’s email in Client Hub, and it will sync to QuickBooks.

🔁 Tracking & Resending W-9 Requests

You can track when requests were sent and resend them as needed.

📅 View Request Activity

The Date column shows:

• Requested: when the W-9 request was sent
• Received: when the W-9 was submitted

🔁 Resend a W-9 Request

1. Go to Client Workspace > Books Review > 1099 Manager
2. Locate the vendor
3. Click Request W-9 or Resend W-9 in the Actions column

⚠️ Important Notes

• Requested dates appear only for requests sent after this functionality was introduced in Client Hub
• Older requests may not display a sent date
• Applies to both the This Year (YTD 2026) and Last Year views

📥 Receiving and Reviewing W-9s

Once a vendor uploads a W-9:

• Status updates to W-9 Received
• Select Actions → Preview W-9
• Review and update fields as needed
• Select Save

Changes sync automatically to QuickBooks. You can also select Publish to QuickBooks to finalize updates.

📤 Exporting 1099 Data

After reviewing W-9s:

• Select Export to download a CSV
• Use it for external filing (e.g., Tax1099, Track1099)

If filing through QuickBooks, no export is required.

📌 Export is for manual filing or record-keeping only.

📊 Pulling the 1099 Vendor Report in QuickBooks

To review Tax IDs directly in QuickBooks:

⚠️ Available only in the classic reports view.

1. Go to Reports > Vendor Contact List
2. Select the Settings gear icon (⚙️) > More Columns
3. Check Tax ID
4. Select Run Report
5. Export to Excel

✅ Best Practices

• Collapse the Client List using the <| icon for better visibility
• Verify vendor email addresses before sending requests
• Use filters to identify missing W-9s or Tax IDs
• Review data before publishing to QuickBooks
• Keep a CSV export for year-end records

🛠️ Troubleshooting

Client Hub W-9/1099 FAQ's

• Where does Client Hub get the information about the vendor? With the 2-way sync with QuickBooks, this information is sent to Client Hub from QuickBooks. If you update the vendor information in either QuickBooks or Client Hub, it will update the other one.
• Where do the amounts in the Total Paid field come from? - This information is sent to Client Hub from QuickBooks. Clicking on the amount will display the list of QuickBooks transactions with the option to view the details in QuickBooks.
• Why is the amount in the Total Paid field different than the total amount I paid to the vendor in QuickBooks? - QuickBooks does not include in the total any payments made via credit card (recorded in a credit card account in QuickBooks). Only payments posted to a Bank account will be included in this amount.  
• Does Client Hub send and file the 1099's? - No, Client Hub does not send the 1099 or file them with State or Federal agencies. 1099's can be sent and filed via QuickBooks or another 1099 software (Tax1099, Avalara Track1099, etc.)
• Where can I find more information about how to file 1099's in QuickBooks? - Click here to access the article in the QuickBooks Help Center