🧾 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 connected QuickBooks feature that pulls vendor and payment data directly from QuickBooks and pushes updates (such as 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 exists in QuickBooks for the selected time period

📌 Important:

The 1099 Manager only displays vendors who have recorded payments during the selected time period. Vendors without payments will not appear, even if they exist in QuickBooks or were included in a Tax ID import.

📍 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 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 reflect only vendors with payments in the selected time period.

🔄 Importing Vendors & Tax IDs

The vendor import feature in the 1099 Manager is intentionally limited in scope and is designed for one specific purpose.

What the Import Is Designed For

The import feature is specifically designed to store unmasked Tax IDs (EIN or SSN) for vendors.

• The importer only looks for the Tax ID column
• Vendor names are used only to match records later
• No other fields are processed or stored

Because of this, there is no functional benefit to importing vendors without a Tax ID included.

What the Import Does Not Include

The import does not bring in:

• Vendor contact information
• Vendor addresses
• Vendor types
• Payment totals
• Any other vendor data

All vendor details — aside from imported Tax IDs — are pulled directly from QuickBooks each time the 1099 Manager is accessed.

How Imported Tax IDs Are Used

Imported Tax IDs are stored securely and later matched to vendor records only when vendor data is pulled from QuickBooks. This matching happens automatically when vendors have qualifying payments in the selected time period.

📊 Why Don’t All Imported Vendors Appear?

It’s common to import hundreds of vendors but see far fewer appear in the 1099 Manager table. This is expected behavior.

Example: “Why did only 28 of 400+ vendors appear?”

The 1099 Manager only shows vendors who have actual payments (money out) recorded in QuickBooks during the selected time period.

Here’s how the process works:

1. We pull all Purchase and Bill Payment transactions from QuickBooks for the selected date range
2. We identify which vendors received payments
3. We match those vendors to any stored Tax IDs from your import
4. Only vendors with transactions appear in the 1099 Manager table

If you imported 400 vendors but only see 28, that means only 28 of those vendors had payments recorded in QuickBooks during the selected time period.

📌 Imported vendors without qualifying transactions will not appear — even though their Tax IDs are securely stored and ready to be matched when payments exist.

🔍 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 or 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
• 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.

Vendors receive an email with the subject line “W-9 Request from [Client Name]”, which includes a secure upload link.

Requested vendors will show a 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:

• The Status column updates to W-9 Received
• Select Actions → Preview W-9 to open the form
• Review the information for accuracy
• Use Autofill (if available) or manually update fields
• Select Save

All changes made in Client Hub automatically sync back to QuickBooks.

After saving, you can also select Publish to QuickBooks to sync finalized vendor data.

📤 Exporting 1099 Data

Once W-9s have been received and verified:

• Select Export to generate a CSV file
• Use this file for external filing systems such as Tax1099 or Track1099

If you are using QuickBooks to file 1099s, no export is required — the data syncs automatically.

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

📊 Pulling the 1099 Vendor Report in QuickBooks

If you need to manually review vendor Tax IDs stored in QuickBooks, you can pull a supporting report.

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

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

This report helps confirm that vendor Tax IDs stored in QuickBooks are accurate and available for matching in the 1099 Manager when those vendors have payments during the selected time period.

✅ Best Practices

• Collapse your Client List using the <| icon for a cleaner Books Review view
• Verify vendor email addresses before sending W-9 requests
• Use filters to focus on vendors missing Tax IDs or W-9s
• Review vendor data before publishing updates to QuickBooks
• Maintain a CSV export as a year-end backup

🛠️ Troubleshooting