🧾 1099 Manager

Overview

The 1099 Manager in Client Hub allows your team to easily 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 is a two-way sync feature, automatically pulling vendor data from QuickBooks and pushing updates (like new contact info, tax IDs, and W-9 details) back to QuickBooks — helping ensure both systems stay aligned.

📌Requirements

To use the 1099 Manager, ensure the following:

• The workspace is connected to QuickBooks.
• Vendor payment data is available in QuickBooks for the selected time period.

Note: The 1099 Manager is a connected QuickBooks feature, and vendor information is pulled directly from QuickBooks.

Accessing the 1099 Manager

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

You’ll see summary boxes at the top showing vendor counts for each category:

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

These summary boxes help you quickly assess vendor readiness for 1099 reporting.

Filtering and Reviewing Vendor Data

The Filters panel on the right-hand side allows you to narrow results by:

• Status (for example, Pending W-9, W-9 Received)
• Tax ID Status (Missing or Complete)
• Vendor Type

Vendor data columns include:

• Vendor Name
• Contact (email address)
• Address
• Track Pmts. (indicates 1099 tracking status in QuickBooks)
• Total Paid (YTD)
• Type (individual, company, etc.)
• TIN on File
• Date (last update)
• Status
• Atts. (attachments)
• Actions

Each column heading includes sorting arrows (⇅) that allow you to sort vendor data by name, contact, payment amount, date, or status.

Requesting W-9s

To send W-9 requests:

1. Select one or multiple vendors using the checkboxes.
2. Click Request W-9 at the top of the vendor list.

This option becomes available only when vendors have a contact email address.

The vendor receives an email with the subject line “W-9 Request from [Client Name].”

The email includes a secure upload link, allowing vendors to upload their W-9 directly to Client Hub, ensuring sensitive information is shared safely.

Requested vendors will show the Pending W-9 status until their form is received.

💡 Tip: You can add or update a vendor’s email address directly in Client Hub, and the change will sync automatically with QuickBooks.

Receiving and Reviewing W-9s

Once a vendor uploads a W-9:

1. The Status column updates to W-9 Received.
2. Click Actions → Preview W-9 to open the uploaded form.
3. Review the information on the W-9 for accuracy.
4. Use Autofill to populate vendor details automatically (if available), or manually update any fields.
5. Click Save to retain your changes.

All changes made in Client Hub automatically sync back to QuickBooks — including updates to vendor names, contact information, and tax IDs.

When you save an updated W-9 record, you’ll also have the option to Publish to QuickBooks, syncing finalized vendor data directly.

Exporting 1099 Data

Once W-9s have been received and verified:

1. Click Export to generate a CSV file containing your 1099 vendor data.
2. Use this export for external filing systems such as Tax1099 or Track1099, or keep it as a record in Excel format.
3. If you are using QuickBooks to file 1099s, this data syncs automatically — no export is needed.

Note: The Export function is for manual 1099 processing or record-keeping only. QuickBooks users do not need to export their data.

📊 Pulling the 1099 Vendor Report in QuickBooks

If you need to manually pull the supporting vendor data report for review, follow these steps:

⚠️ This report is only available in the classic view of reports in QuickBooks.

1. In QuickBooks, go to Reports > Vendor Contact List.
2. Click the Settings gear icon (⚙️) and select More Columns.
3. Check the box for Tax ID.
4. Click Run Report to refresh.
5. Export the report to Excel.

This report can help confirm that all vendor tax information in QuickBooks matches what is shown in the 1099 Manager.

Best Practices

• Collapse your Client List using the <| icon at the top for a cleaner Books Review view.
• Verify that each vendor’s email address is valid before sending W-9 requests.
• Use filters to focus on vendors missing Tax IDs or W-9s.
• Review vendor data for accuracy before publishing changes to QuickBooks.
• Maintain a CSV export as a backup record at year-end.

Troubleshooting