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How to Print 1099 Forms in QuickBooks

December 09, 2019

How to Print 1099 Forms in QuickBooks

In this guide, we’ll show you how to print 1099-MISC forms in QuickBooks Desktop and QuickBooks Online.

Printing 1099s in QuickBooks is a straightforward process once you get the hang of it, but it can be tricky for first-timers. So just in case you get stuck along the way, we’ve also included a 1099 Printing FAQ with quick fixes to common issues at the bottom of this guide.

Remember: the IRS doesn’t accept 1099 forms printed on plain paper, and you need to send copies of your 1099s to contractors and the IRS by January 31. Make sure you order your pre-printed 1099-MISC forms asap and give yourself plenty of time to mail them off well before the deadline.

Quick links

 


 

How to print 1099 forms in QuickBooks Online

Printing your 1099s in QuickBooks Online is relatively straightforward. Fire up the 1099 Wizard, follow the steps, and hit print.

step 1

Step 1: Use the QuickBooks 1099 Wizard to prepare your 1099s

  • In the sidebar of your QuickBooks Online dashboard, hover your mouse over Workers
  • A fly-out menu will appear. Select Contractors.
  • This will display a list of the contractors you’ve worked with. Click the Prepare 1099sbutton on this screen.
  • Follow the prompts to:
    • Confirm your company’s tax information
    • Review your contractors’ information
    • Check that the payments add up
  • Once everything is accurate and finalized, select Finish Preparing 1099s

You’ll see a screen that looks like this:

 

Because you’re filing by mail, you’ll want to select the Print & MailI’ll File Myselfoption. 

QuickBooks Online suggests that you need to purchase a QuickBooks 1099 kit to proceed. But you have your own forms and you’re ready to print; purchasing more isn’t necessary.

When we ran through this process ourselves, selecting Print & MailI’ll File Myselftook us straight to the next page where we could print our 1099s (i.e. we weren’t required to order a QuickBooks 1099 kit).

This should also work for you. But if you have any issues getting around this step, or if you’re charged for a QuickBooks kit that you don’t need, call QuickBooks and make sure they cancel the order before it’s processed.

 

step 2

Step 2: Print a blank-paper sample and make sure your printer is correctly aligned

 

 

To avoid wasting any of your pre-printed 1099-MISC forms, you should first check the print alignment by printing a blank-paper sample.

  • In the Print 1099swindow, select 1099 form type
  • Load blank paper into your printer
  • Click Print a Sample on Blank Paper
  • Place the sample over a pre-printed 1099 form.
  • Hold them both up to the light (a desk lamp or sunlit window will do the trick)
  • Check that the info on your printed sample is lining up correctly

If your sample aligns with your pre-printed 1099, select Yes, looks good!

If your sample isn’t aligned correctly, select No, it doesn’t line up and:

  • Use the Fine-tune alignmentwindow to adjust alignment settings
  • Print another sample on blank paper
  • Check that the info on your printed sample is now lining up correctly

Repeat this step until you're happy with the alignment.

Full disclosure: we had to print 5 samples to get the alignment just right. The QuickBooks Wizard’s adjust alignment grid was pretty useless; we had to eyeball it until we got it just right.

For this reason, we strongly recommend that you write down the alignment settings once you get this right (For us, that was “Horizontal 9, Vertical -7”). It’ll save you time if you need to return to the wizard and print more 1099s in the future.

 

step 3

Step 3: Load and print your 1099s

So your 1099s are prepared, and you’ve confirmed that the blank-paper sample is aligning correctly with your pre-printed forms. Great!

Now it’s time to load your pre-printed 1099-MISC forms into the printer and print your 1099s.

You’ll want to print each part of the form as a batch, like so:

  • Load all COPY As first
  • Print all COPY As
  • Load all COPY Bs next
  • Print all COPY Bs

Repeat this process for each of the 1099-MISC parts that you need to print.

When you load your forms into the printer, it should look like this:

printing 1099 graphic

Now that your forms are printed, you can separate them and mail them to the IRS, your contractors, and state tax office.

Send payer copies in a batch to the IRS and state, and send recipient copies to your contractors in compatible 1099-MISC tax form envelopes.

 


 

How to Print 1099 Forms in QuickBooks Desktop

The QuickBooks Wizard will help you print 1099s in QuickBooks desktop. But as we all know, QuickBooks Desktop is a special beast. If your account isn’t set up just right, you might run into a few issues.

Here are the instructions for using the wizard to print your 1099s in QuickBooks Desktop. We’ve also included some troubleshooting solutions in the 1099 Printing FAQ, below.

If you hit a serious roadblock in this process, the quickest way to fix your QuickBooks Desktop account setup is to call QuickBooks customer support.

 

step 1

Step 1: Follow the 1099 Wizard to prepare your 1099s

Use the QuickBooks 1099 Wizard to prepare your 1099 forms for printing.

  • Open the 1099 Wizard by selecting FilePrint Forms1099s/1096
  • Select Get Started
  • Follow the steps to finalize and double-check the info on your 1099s
  • In the Choose a filing methodscreen, select Print 1099s
  • Specify the date range for the forms

If your 1099 information isn’t displaying correctly, the QuickBooks wizard should flag any issues and help you fix them up.

But, having attempted this process ourselves, we found that pinpointing and troubleshooting several 1099 preparation issues in QuickBooks Desktop was a huge headache (1099s not displaying; inaccurate 1099 information; the list goes on.).

We’ve added some quick fixes to common issues below. But if you’re going around in circles, we strongly recommend you give QuickBooks Customer Supporta call. They were able to help us pinpoint and resolve problems that we couldn’t find solutions for online.

It’s important that your 1099s are prepared correctly and accurately before you print them out.

step 2

Step 2: Print a blank-paper sample and make sure your printer is correctly aligned

To avoid wasting any of your pre-printed 1099-MISC forms, you should first check the print alignment by printing a blank-paper sample.

  • Select at least one vendor then choose Print 1099
  • Load a blank sheet of paper into your printer
  • Print out a sample 1099 on the blank sheet of paper
  • Lay the sample over one of your pre-printed 1099s
  • Hold them both up to the light
  • Check if the printed sample is aligning correctly with your pre-printed 1099

If the alignment is off, you’ll need to adjust the alignment settings:

  • In the Print window, select Align
  • In the Fine-Tune Alignmentscreen, use the alignment grid to estimate the amount of adjustment needed.
  • Select Print Sample
  • Repeat these stepsuntil you're happy with the alignment.

Full disclosure: we had to print several blank-paper samples to get the alignment just right. For this reason, we strongly recommend that you write down the alignment settings once you’re happy with them. This will save you time if you need to print additional 1099s in the future.

step 3

Step 3: Load and print your 1099s

It’s time to load your pre-printed 1099-MISC forms into the printer and print your 1099s.

You’ll want to print each part of the form as a batch, like so: 

  • Load all COPY As first
  • Print all COPY As
  • Load all COPY Bs next
  • Print all COPY Bs

Repeat this process for each of the 1099-MISC parts that you need to print. 

When you load your forms into the printer, it should look like this:

printing 1099 graphic

 Now that your forms are printed, you can separate them and mail them to the IRS, your contractors, and state tax office.

Send payer copies in a batch to the IRS and state, and send recipient copies to your contractors in compatible 1099-MISC tax form envelopes.

 


 

1099-MISC Printing FAQs

Here are the most commonly asked questions we get from our customers when they’re learning how to print and file 1099-MISC forms in QuickBooks.

If you need help with a question that isn’t on this list, contact our support team and we’ll help you out.

Quick links

 

question mark icon

What is the 1099-MISC filing deadline?

January 31 is the deadline to e-file or mail 1099-MISC forms to the IRS.

January 31 is also the deadline to mail copies of your 1099 forms to contractors.

Your 1099-MISC form envelopes  must be postmarked no later than January 31 to meet this submission deadline.

 

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Can I print my own 1099-MISC forms from the internet?

Unfortunately, no. The IRS doesn’t accept laser-generated 1099s. In fact, according to Publication 1179, you could be fined $50 for each laser-generated form you submit. 

This means you cannotdownload a PDF 1099 from the IRS website, print it out, and send it to the IRS. 

You’ll need to use pre-printed 1099 forms designed for printers.

 

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Do I need special envelopes to mail 1099 forms?

Yes! You’ll need to use 1099-MISC tax form envelopes to send 1099-MISC forms by mail.

Check out this guide for more information: All About Tax Form Mailing: 1099 and W2 Envelopes.

 

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3 Part, 4 Part, or 5 Part? Which 1099-MISC do you need?

The 1099-MISC is a multi-part form that comes in a set.

Your state’s tax form requirements will determine which 1099-MISC forms you need to use.

Before you order pre-printed 1099-MISC forms online, ask your tax advisor to confirm how many “parts” your 1099-MISC forms will need.

Here’s what each 1099-MISC contains: 

1099-MISC 3-part set

  • Part 1: COPY A
  • Part 2: COPY B
  • Part 3: COPY C

 

1099-MISC 4-part set

  • Part 1: COPY A
  • Part 2: COPY B
  • Part 3: COPY C
  • Part 4: COPY 1

 

1099-MISC 5-part set

  • Part 1: COPY A
  • Part 2: COPY B
  • Part 3: COPY C
  • Part 4: COPY 1
  • Part 5: COPY 2 
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COPY A, COPY B, COPY C. Who gets what?

Here’s where to send each part of the 1099-MISC:

  • Copy A (red, scannable; has a 12” side perforation) is sent to the IRS
  • Copy B is sent to the recipient (your contractor)
  • Copy C is for your recordkeeping purposes
  • Copy 1 is sent to your state tax department
  • Copy 2 is for the recipient to file with their state income tax return

Remember: even if you decide to e-file your 1099-MISC forms with the IRS, you’re still required to give your contractor (the recipient) a paper copy. 

Your state’s tax requirements will determine how many 1099-MISC “parts” you need to prepare and file. If you’re unsure, check with your tax advisor before moving ahead with this process.

 

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How do I print 1099s 2-up on a page?

If you print 1099's for more than one vendor at a time, QuickBooks will print 2 per page. 

This is why you’ll want to load and print all of your COPY As first. Then load and print all of your COPY Bs, next. And so on. 

 

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How to purchase pre-printed 1099-MISC forms online

Here’s where to send each part of the 1099-MISC:

  • Copy A (red, scannable; has a 12” side perforation) is sent to the IRS
  • Copy B is sent to the recipient (your contractor)
  • Copy C is for your recordkeeping purposes
  • Copy 1 is sent to your state tax department
  • Copy 2 is for the recipient to file with their state income tax return

Remember: even if you decide to e-file your 1099-MISC forms with the IRS, you’re still required to give your contractor (the recipient) a paper copy. 

Your state’s tax requirements will determine how many 1099-MISC “parts” you need to prepare and file. If you’re unsure, check with your tax advisor before moving ahead with this process. 

question mark icon

Some of my contractors exceed the 1099 threshold, but they’re not appearing on my print 1099 information sheet. What do I do?

To be honest, this is a tricky one. When this problem occurs, it usually means that there’s an error in the way your contractors and accounts have been set up in QuickBooks. 

Here’s an explanation of how you can resolve this issue in QuickBooks Online and QuickBooks Desktop.

 

    How to solve this issue in QuickBooks Online

    According to the QuickBooks Support Team, there are three common reasons why contractors don’t show up when you’re attempting to print their 1099-MISC forms in QuickBooks Online.

    1. The vendor payments were not set to be tracked under 1099. 

      You can check and fix this in your vendor settings: 

      • Go to ExpensesVendors
      • Click the contractor from the list of vendors
      • Click Edit at the upper right corner
      • Check if Track payments for 1099was selected at the bottom (it needs to be selected)
      2. Payments for the contractor are excluded
      In accordance with IRS regulations, payments to 1099 vendors made via credit card, debit card, or third party system, such as PayPal, are excluded from the 1099-MISC calculations.
      3. The posting account for the vendor payment was not mapped for 1099

      Here’s how to map the account:

      • Go to ExpensesVendors
      • Click Prepare 1099sat the upper right corner
      • Select Continue your 1099sto reopen the 1099 Wizard
      • Go to step 2 (Accounts)
      • Select the account where the payments for the vendors are posted.

      How to solve this issue in QuickBooks Desktop

      We know this answer might sound like a cop-out. But your best bet (and quickest solution) at resolving this issue QuickBooks Desktop is to pick up the phone and chat with QuickBooks customer support. 

      It’s highly likely that something in your account setup is causing this issue in QuickBooks Desktop. And while you could follow this detailed guide to troubleshoot them all yourself, picking up the phone and chatting with a QuickBooks pro will save you plenty of time (and maybe even a few headaches). 

      You can contact QuickBooks customer support at (800) 446-8848.

      Cameron McCool
      ABOUT THE AUTHOR

      Cameron McCool writes for Blue Summit Supplies, America's #1 destination for buying office supplies online. In his spare time, you'll find him drinking way too much coffee and growing his copywriting business damngoodwriters.com.


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