Prepare vendor 1099 information

Review The Tax Year

Open Vendors & 1099, then select the 1099 tab. Choose the tax year you want to review.

LedgerHQ builds the year view from vendor settings and payments. The summary cards show:

• Ready to file for vendors with a Tax ID, W-9, and address;
• Needs attention for vendors missing one of those details; and
• Total reportable for the current reportable amount.

Select a card to filter the vendor list. Select a vendor's Total paid value to review the payments behind the total. Every payment to the vendor counts, whatever the method: bill payments, checks, card payments, and bank or card transactions coded to the vendor in Bank Feeds, such as Zelle, Cash App, or Venmo.

Complete The Vendor's Tax Details

Open the vendor from the Vendors tab and select Edit vendor. Review:

• whether the vendor is 1099 eligible;
• the selected 1099-NEC or 1099-MISC box;
• the Tax ID and whether it is an SSN or EIN;
• the billing address; and
• the W-9 request, filed document, and received date.

The 1099 page displays only the last four digits of a valid Tax ID. A missing or unreadable Tax ID, missing W-9, or missing address keeps the vendor in Needs attention.

When the W-9 has not been collected, select Request W-9 on the vendor row. Review the recipient, subject, and message, then choose Send W-9 request. The email links to the official blank form and a secure upload page. Replies and uploads remain in the same request thread and also appear in Client Requests' Documents lane.

When a file returns, preview it and choose Review and file W-9. Confirm the correct vendor and document. Filing records the attachment, collection tax year, received date, and reviewer, then marks the W-9 received. Sending a request or editing the vendor alone does not mark it received. Use Send again to follow up or View full request for the conversation.

The collection tax year records provenance; it does not make a filed W-9 expire automatically each year. Review it when the payee's information changes.

Review Exceptions And Payments

Use the vendor total to open the payment detail before relying on the annual amount. Check that payments belong to the selected vendor and tax year and that the vendor's eligibility and 1099 box are correct.

The 1099 page lists only vendors marked 1099 eligible. LedgerHQ never decides who needs a 1099 from the amount paid. To add a vendor, open it from the Vendors tab, select Edit vendor, and turn on 1099 eligible. Every vendor's page still shows all of its payments, marked or not.

Download Preparation Files

Use the actions beside the tax-year selector to download:

• CSV for the selected year's vendor data;
• Payer copies as a PDF; or
• Recipient copies as a PDF.

Review the downloaded files before using them. LedgerHQ reports payments and prepares copies; your firm remains responsible for determining who must receive a form, filing through the appropriate provider, delivering recipient copies, and meeting current deadlines.

For bills, checks, and vendor history, see Manage vendors, bills, and payments.