Printing 1099s from QuickBooks Desktop

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:

• 1099-NEC – Nonemployee compensation (independent contractors)

• 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

1. Open QuickBooks Desktop.

2. Go to the Vendors menu.

3. Click Print/E-file 1099s.

4. Select 1099 Wizard.

Step 2: Verify Company Information

Confirm your:

• Business legal name

• Address

• Employer Identification Number (EIN)

Click Continue once verified.

Step 3: Confirm Vendor Eligibility

QuickBooks will show your vendor list.

To check vendor eligibility:

1. Go to Vendor Center.

2. Double-click the vendor name.

3. Ensure Vendor eligible for 1099 is checked.

4. 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:

• Nonemployee compensation → 1099-NEC Box 1

• Rent → 1099-MISC Box 1

• Royalties → 1099-MISC Box 2

• Attorney payments → 1099-MISC Box 10

Review account mapping carefully before proceeding.

Step 5: Review Vendor Payment Totals

QuickBooks will display:

• Total payments made to each vendor

• Amounts eligible for reporting

• Vendors meeting the IRS threshold

To double-check totals:

• Go to Reports > Vendors & Payables > 1099 Summary

Verify all amounts before printing.

Step 6: Print 1099 Forms

1. Select the vendors you want to print.

2. Click Print 1099s.

3. Choose your printer.

4. Select the form type:

   • Pre-printed red forms (Copy A for IRS mailing)

   • Blank perforated forms (for recipient copies)

5. Click Print Sample to check alignment.

6. Adjust alignment if needed.

7. Print final copies.

Paper Requirements

• Copy A (IRS copy) must be printed on official red scannable forms if mailing.

• Recipient copies can be printed on plain perforated paper.

• If e-filing, red forms are not required.

How to E-File 1099s in QuickBooks Desktop (Recommended)

E-filing is faster and reduces errors.

1. Go to Vendors > Print/E-file 1099s

2. Launch the 1099 Wizard

3. Choose E-file

4. Follow on-screen instructions

QuickBooks will electronically submit the forms to the IRS.

Troubleshooting 1099 Printing Issues

Vendor Not Showing on List

• Ensure vendor is marked 1099-eligible

• Verify payments exceed reporting threshold

• Confirm payments are mapped to correct accounts

Incorrect Amounts

• Run the 1099 Detail Report

• Review account mapping

• Check payment dates (must be within tax year)

Alignment Problems

• Go to File > Printer Setup

• Select Form Name: 1099/1096

• Adjust alignment settings

Important Deadlines

1099 forms are typically due:

• To recipients by January 31

• To the IRS by January 31 (for 1099-NEC)

• 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.