Prepare 1099s file review task
Keeper's Prepare 1099s report is designed to assist bookkeepers in getting everything ready for filing 1099s in January.
It's an all-in-one report to:
Find out which of your client's vendors need 1099s
Track vendors with missing W9s
Request W9s from your client
Export the report to a csv & upload to your tax filing tool of choice
Video Overview
How the Prepare 1099s file review task works
Once in the report, enter all the information needed to prepare your client's 1099 filings. Once you have finished, you can click the download button in the top right-hand corner to export the list of vendors as a CSV that you can upload into your 1099 filing software.
Auto-filtering
Opening the report will show a list of vendors, sorted by spend, and auto-filtered to exclude credit card transactions and vendor spend totaling less than $600.
Credit card transactions are filtered out by default because vendors paid by credit card receive a 1099-K from the card network rather than a 1099-NEC or 1099-MISC from your client.
Vendors with total spend less than $600 are filtered out by default because that is the threshold where businesses are required to file 1099s.
Adjusting the auto-filtering options is easy. Uncheck "Exclude CC spend" and/or adjust the "Meets 1099s Threshold" filter to include "All Vendors" in the report.
Prepare 1099s workflow recommendations
Once you are finished filing 2025 1099s, keep checking this list in future months to prevent year-end work from piling up in 2026! 😊
If vendors do not require a 1099, leave a comment to indicate why (for example, "they are a corporation")
Customers and employees show up in the Prepare 1099s report to give you an opportunity to review for errors in case a vendor has been added to the QuickBooks file as a customer or employee.
You can hide these customers and employees by setting them as 1099 Needed = No
YTD Spend total does not include Journal Entries
Excluding Transactions
If you need to exclude individual transactions from the Prepare 1099s report, you can do so by clicking the "Exclude" button on the right-hand side of the transaction detail table. Re-running the report will update the vendor total spend amount to exclude that transaction.
Edit Excluded List
If you need to re-include any transactions, you can manage your excluded transactions from the Excluded List in the top right-hand corner of the report.
Excluding Transactions by Check Number
Debit card transactions are excluded from 1099-NEC/1099-MISC reporting because payees receive 1099-Ks from the card networks, so they should not be included in your vendor totals.
There is no native concept of a debit card transaction in QuickBooks, however there is a workaround to filter these transactions out of your Prepare 1099s report in Keeper. Excluding transactions by check number is currently supported in QuickBooks but not Xero.
Step 1: While you're categorizing transactions in the bank feed, you can add a check number to any debit card transactions.
Step 2: Then, you can add that check number to your exclusion list in Keeper.
Once you've done this, any check numbers that contain those values ("debit" or "dbt" in the example below) will be excluded from your vendor totals. After the mapping is done, all future transactions that contain these check numbers will be excluded.
💡 Pro tip: We recommend choosing something short / quick to type, like "dbt".
If you don't see a check number option in your bank feed, make sure to enable the "Check No." setting.
Managing vendor files
If you have an existing W9 for a vendor, you can upload it in the Prepare 1099s report, and use it to enter in the needed information.
You can also upload the document to QuickBooks as an attachment to the vendor directly from Keeper.
W9 file requests
Asking your client
If you need a W9 for a vendor, you can request it from your client by clicking the Ask Client button. Doing this will add a non-transaction question to your Client Portal that is tagged as a W9 Request.
Bookkeeping view
💡 Always include the vendor's name in your question to the client.
Portal view (what the client will see)
Vendor Requests: Emailing the vendor
More on Vendor Requests 👉 Vendor Requests
Bookkeeping view
Portal view (what the vendor will see)
Exporting the Prepare 1099s report
Export to Track1099 / Tax1099
Keeper has export options that make it easy to get your data into Track1099 or Tax1099 for e-filing.
To export to Track1099 or Tax1099:
Click the download arrow
Choose the format you want to use
Keeper will export 2 csv files
one for 1099-NECs
one for 1099-MISCs
💡 If you only see one download, please make sure your browser allows multiple downloads (you may see this warning the first time you export).
Adding payer information
Payer information will only populate on Tax 1099 exports. Track 1099 exports only contain recipient information.
If you use Tax1099, please note that you will need to add payer information by clicking Payer Info in the Prepare 1099s report before exporting.
👇 Here's a video that explains how! 👇
Custom 1099 reports
If you have need to deliver 1099-INT or 1099-DIVs, you will likely need to build a custom 1099 report.
Unlike the default Prepare 1099s report, custom reports can be built with:
A custom $ thresholds
Account inclusion lists
This means you can set up a report that shows only vendors who have received funds in an interest or dividend account and set a threshold of $10 instead of $600.
The video below walks through how to set up a Custom 1099 report:
❗The "1099 Needed" field is synced to the vendor across all reports❗
Please keep in mind that when you mark vendors as 1099 Needed = No in Custom 1099 reports, it will also mark that vendor as 1099 Needed = No in the default Prepare 1099s report.
Generally, the decision to mark the 1099s as NOT needed is based on their entity type (for the most part, corporations do not receive 1099s). However, there are some edge cases in 1099-MISC/NEC reporting where you may need to report some payments to a corporation (e.g., attorney's fees) but not others (e.g., dividends).
We generally recommend not marking a vendor as 1099 NOT Needed in Custom 1099s reports if that vendor is subject to the edge cases above (for example, a lawyer who also receives interest or dividend payments).
💡 Pro tip
If you select a 1099 type in the report's configuration options, when you mark a vendor as 1099 Needed = Yes, its 1099 type will automatically be set to the 1099 type of the report.
For example, in the report below, marking Yes on the vendor sets its 1099 type to 1099-DIV.
Frequently Asked Questions
What is saved in Keeper vs. QuickBooks Online vs. Xero?
Some data in this report is saved back to the connected file (QuickBooks Online or Xero), while other data is just stored in Keeper. See the table below for a breakdown:
Data | Storage Location |
Vendor Name | QuickBooks & Xero |
Legal Name | QuickBooks |
QuickBooks & Xero | |
Address | QuickBooks & Xero |
EIN / TaxID | QuickBooks & Xero |
1099 Needed? | QuickBooks & Xero |
1099 Type | Keeper |
2023 Filed | Keeper |
W9 on File | Keeper |
Chat / Comments | Keeper |
Files | Keeper with an option to upload to QuickBooks Online |
What is the difference between vendor name and legal name?
The Vendor name is the vendor's display name in reporting (it's also called the Vendor display name in QuickBooks). This vendor name will show up in all vendor and financial reports in Keeper and QuickBooks/Xero.
The Legal name represents the vendor's legal entity name as reported on their W9 (if different from their DBA or vendor display name). This legal name is also knows as the Company Name in QuickBooks. The legal name is the vendor name you will use for filing 1099s and will export to the vendor name fields in the Tax1099 and Track1099 exports.