If you pay independent contractors or vendors during the year, you may be required to file 1099 forms. QuickBooks Desktop includes a built-in 1099 Wizard that helps you prepare, review, print, and e-file 1099 forms accurately.
This complete guide explains how to print 1099s from QuickBooks Desktop step by step.
What Are 1099 Forms?
A 1099 form is used to report certain types of payments made to non-employees and vendors. The most common types include:
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1099-NEC – Nonemployee compensation (independent contractors)
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1099-MISC – Rent, royalties, attorney payments, and other miscellaneous income
Generally, businesses must issue a 1099 if they paid a vendor $600 or more during the tax year (depending on payment type).
Before Printing 1099s in QuickBooks Desktop
Before you begin, make sure:
✔ QuickBooks Desktop is updated to the latest version
✔ Vendor names, addresses, and Tax IDs (EIN/SSN) are correct
✔ Vendors are marked as 1099-eligible
✔ Payments are categorized under the correct expense accounts
✔ You have the correct 1099 forms (if mailing)
Step-by-Step: How to Print 1099s from QuickBooks Desktop
Step 1: Open the 1099 Wizard
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Open QuickBooks Desktop.
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Go to the Vendors menu.
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Click Print/E-file 1099s.
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Select 1099 Wizard.
Step 2: Verify Company Information
Confirm your:
Click Continue once verified.
Step 3: Confirm Vendor Eligibility
QuickBooks will show your vendor list.
To check vendor eligibility:
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Go to Vendor Center.
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Double-click the vendor name.
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Ensure Vendor eligible for 1099 is checked.
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Confirm the Tax ID is entered correctly.
Step 4: Map Accounts to 1099 Boxes
You must assign expense accounts to the appropriate 1099 box.
Examples:
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Nonemployee compensation → 1099-NEC Box 1
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Rent → 1099-MISC Box 1
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Royalties → 1099-MISC Box 2
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Attorney payments → 1099-MISC Box 10
Review account mapping carefully before proceeding.
Step 5: Review Vendor Payment Totals
QuickBooks will display:
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Total payments made to each vendor
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Amounts eligible for reporting
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Vendors meeting the IRS threshold
To double-check totals:
Verify all amounts before printing.
Step 6: Print 1099 Forms
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Select the vendors you want to print.
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Click Print 1099s.
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Choose your printer.
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Select the form type:
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Click Print Sample to check alignment.
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Adjust alignment if needed.
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Print final copies.
Paper Requirements
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Copy A (IRS copy) must be printed on official red scannable forms if mailing.
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Recipient copies can be printed on plain perforated paper.
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If e-filing, red forms are not required.
How to E-File 1099s in QuickBooks Desktop (Recommended)
E-filing is faster and reduces errors.
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Go to Vendors > Print/E-file 1099s
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Launch the 1099 Wizard
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Choose E-file
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Follow on-screen instructions
QuickBooks will electronically submit the forms to the IRS.
Troubleshooting 1099 Printing Issues
Vendor Not Showing on List
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Ensure vendor is marked 1099-eligible
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Verify payments exceed reporting threshold
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Confirm payments are mapped to correct accounts
Incorrect Amounts
Alignment Problems
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Go to File > Printer Setup
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Select Form Name: 1099/1096
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Adjust alignment settings
Important Deadlines
1099 forms are typically due:
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To recipients by January 31
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To the IRS by January 31 (for 1099-NEC)
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1099-MISC deadlines may vary depending on payment type
Always verify current IRS deadlines for the tax year.
Common Mistakes to Avoid
❌ Not marking vendors as 1099-eligible
❌ Using incorrect expense accounts
❌ Printing IRS Copy A on plain paper
❌ Missing filing deadlines
Final Thoughts
Printing 1099s from QuickBooks Desktop is simple when vendor records and expense categories are set up correctly. Always review totals, verify vendor details, and test print alignment before final printing or e-filing.
Accurate 1099 reporting ensures compliance and helps your business avoid IRS penalties.
