1099 readiness
What it's for
Keep a subcontractor's reviewed eligibility, entity type, W-9 received date, and tax ID last four together. Download a comma-separated values (CSV) file of recorded supplier-bill payments for a selected calendar year.
Open a subcontractor record, then choose
Review 1099 readiness & export year payments. The editor is at
/subcontractors/[id]/tax-info.
Tabs
This screen has one form and no tabs.
Panels and controls
- Branch assigns the readiness record to one branch.
- Entity type records sole proprietor, LLC, corporation, or other.
- 1099 eligible records your accounting team's eligibility decision.
- Tax ID last four stores only four digits. Keep the full tax ID and W-9 in your secure records. Saving new last-four digits records when they were collected; clearing them clears that collection time.
- W-9 received on records the date you received the form.
- Payment supplier links the subcontractor to its purchasing supplier. Each supplier can be linked to one subcontractor in your organization.
- Note holds readiness context. Do not put a full tax ID in this field.
- Save readiness saves the form. Cancel returns to the subcontractor.
- Year payment export (all branches) selects the calendar year. Export year payments CSV downloads payments using saved readiness information; it does not save pending form edits.
The export totals recorded payments by their payment date, rather than bill or job date. Calendar-year boundaries use Coordinated Universal Time (UTC). Reversals reduce the total. Archiving a paid bill does not remove its recorded payments from the year total.
Explicitly ineligible subcontractors are excluded. Other subcontractors are listed as not_ready until eligibility, entity type, tax ID last four, collection time, W-9 date, supplier link, and a positive recorded payment total are present. The CSV includes the subcontractor name, entity type, last four, year payment total, readiness, and missing-information reasons. It does not include the full tax ID or your note.
What it accepts
| Field | Format | Rule |
|---|---|---|
| Branch | Selection | Required; must be an active branch you can use |
| Entity type | Selection | Sole proprietor, LLC, corporation, or other |
| 1099 eligible | Checkbox | Checked means eligible; unchecked means ineligible |
| Tax ID last four | Four digits or blank | Full tax IDs are rejected; leading zeroes are preserved |
| W-9 received on | Calendar date or blank | Must be a valid date when supplied |
| Payment supplier | Selection or not linked | Must belong to your organization and cannot already be linked to another subcontractor |
| Note | Text or blank | Up to 2,000 characters |
| Year payment export | Four-digit year | Between 1900 and 9998 |
How to configure it
Supplier choices come from your organization's purchasing suppliers. Link the supplier used on the subcontractor's bills so its recorded payments count in the export. A bill's amount alone does not count as a payment.
Save eligibility and document information before downloading. Choose all branches in your branch scope for an organization-wide export. A download requires recorded supplier-bill payments to be available; otherwise it reports that they are not available yet.
Who can see it
You need access to both Subcontractors and Purchasing, plus permission to view costs. Your branch access limits the readiness records you can edit. Organization-wide downloads require all-branches access.
See Roles & permissions for access settings.