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Balancivo · Payroll and taxes

Find vendors who need a 1099

See who you paid enough by check or bank transfer to need a Form 1099-NEC, track W-9s, and download the list.

Who can do this: Owners and bookkeepers.

Find vendors who need a 1099 · 49 sec · shown with a sample organization.
Read the transcript

On Tax and donor reports, the 1099 vendors report shows who you paid enough to need a Form 1099-NEC. Pick the tax year. It starts on last year. Highlighted payees were paid the threshold or more by check or bank transfer. Card payments show separately and don't count. Check 1099 needed for each payee who gets a form. If a payee is a corporation, like this food supplier, check Not needed, so it isn't flagged again. Check W-9 on file once you have their form. The count at the top shows who you still need a W-9 from. To hide the smaller payees, check Only $600 or more. Then click Download CSV to share the list with your tax preparer.

If you paid a person or an unincorporated business enough during the year for services, you send them a Form 1099-NEC. The 1099 vendors report lists who you paid, straight from how your transactions are categorized, so you and your tax preparer can decide who gets one.

Before you start

  • File the year's spending under expense categories in Review. Payees show up here once their payments are filed.
  • Add vendors as contacts, with the bank names they appear under, so their payments are linked. See Add customers, vendors and donors.

Steps

  1. Go to Tax and donor reports. It's under Reports in the menu. Click 1099 vendors.
  2. Pick the Tax year. It starts on last year.
  3. Read the list. Each payee shows what you Paid by check or bank transfer. Card payments show separately and aren't counted. Highlighted rows marked Likely needs a 1099-NEC were paid the threshold or more.
  4. Confirm who needs one. Check 1099 needed? for each payee who does. If a highlighted payee is a corporation or another exception, check Not needed (corporation or other exception) so it isn't flagged again.
  5. Track W-9s. Check W-9 on file once you have the payee's form.
  6. Narrow the list if you like. Check Only … or more to hide smaller payees.
  7. Click Download CSV to give the list to your tax preparer.

Good to know

  • The threshold is $600 for payments through 2025 and $2,000 for payments made in 2026. The report shows the right amount for the year you pick.
  • A 1099-NEC is due January 31 to both the IRS and the payee.
  • You don't need one for corporations, for employees (they get a W-2), or for anything paid by credit card, debit card or PayPal.
  • What counts as a card payment: everything paid from a credit card account in Balancivo, plus bank lines that look like debit card or PayPal payments.
  • Work booked to an asset category (a new roof under Building and improvements, say) counts toward the payee's total, the same as an expense.
  • Checkboxes save to the contact right away. You can also set Send a 1099 and W-9 on file on the contact itself.
  • A payee without a contact shows Create a contact so you can track their 1099 and W-9.
  • The summary line shows how many payees are missing a W-9. Ask each one for a W-9 before you file.
  • Balancivo doesn't file 1099s. Have your tax preparer confirm the list.

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