Filing taxes can often feel like navigating a maze, and for small business owners, preparing and submitting 1099 and 1096 forms can be especially daunting. These forms are crucial for reporting payments made to independent contractors, freelancers, and other non-employees, ensuring compliance with the IRS and avoiding potential penalties. QuickBooks, as one of the leading accounting software solutions, simplifies this process by allowing businesses to generate, review, and print these forms with minimal manual effort.
Understanding how to efficiently print 1099 and 1096 forms in QuickBooks is essential, not only to save time but also to maintain accurate records for both your company and the contractors you work with. With the right steps, you can ensure that all payment information is correctly captured, reviewed, and reported to the IRS, keeping your business compliant and organized.
In this blog, we’ll guide you through the process of printing 1099 and 1096 forms in QuickBooks, offering step-by-step instructions that are easy to follow even for those who are not tax experts.
A Quick Overview of IRS 1099 and 1096 Forms
When it comes to reporting payments to contractors and other non-employees, the IRS requires businesses to submit specific forms to ensure proper taxation. Two of the most important forms for this purpose are the 1099 and 1096 forms.
Form 1099 is used to report various types of income paid to non-employees, such as freelancers, independent contractors, and service providers. The most common type is the 1099-NEC, which specifically reports payments of $600 or more made to contractors during the tax year. These forms must be issued to the contractor as well as submitted to the IRS, ensuring that both parties report the income accurately.
Form 1096, on the other hand, acts as a summary or transmittal form when submitting paper 1099 forms to the IRS. It consolidates information from multiple 1099, including total payments made and the number of forms being filed. Think of it as a cover sheet that accompanies the batch of 1099 forms when sending them via mail.
Together, these forms help maintain transparency in financial reporting and keep businesses compliant with IRS regulations. Properly understanding and filing 1099 and 1096 forms reduces the risk of errors, penalties, and audits, making it easier to manage contractor payments and tax obligations efficiently.
Essential Guidelines for Printing 1099/1096 Forms
As previously mentioned, printing 1099 and 1096 forms accurately is crucial for tax compliance. Here are some important tips to follow:
- Use Correct Forms: Make sure you utilize the appropriate 1099 and 1096 form versions. These forms are subject to update by the IRS, so be sure you have the most recent version.
- Use Black Ink: To make the forms easily readable, print using black ink when printing. Keep your color choices neutral as they could interfere with the forms’ scanning or processing.
- Check Alignment: Verify that the data on the forms fits properly in the allocated fields. Misalignment may lead to problems with processing.
- Use the Right Font Size: Follow the IRS guidelines for font size. The text should be large enough to be easily readable without being too small or too large.
- Review Data for Accuracy: Make sure all the information you enter on the forms is correct and corresponds with your records. Errors may result in discrepancies and possibly require audits.
- Submit on Time: Recognize the IRS deadlines for 1099 and 1096 form submission. Penalties could apply to late submissions.
- Use the Correct Paper: Print the forms on paper that have been approved by the IRS. Paper weight, color, and other specifications should all be met. For details on permissible paper requirements, consult the IRS forms.
How to Print Form 1099 in QuickBooks Online and Desktop?
Printing your 1099 forms in QuickBooks doesn’t have to be complicated, whether you’re using QuickBooks Online or QuickBooks Desktop. In fact, once you understand the process, it becomes a quick and manageable task that fits seamlessly into your year-end workflow. Since 1099s are essential for reporting contractor payments, having the ability to print them accurately ensures you stay organized and compliant.
When it comes to printing 1099s, there are typically two scenarios you might find yourself in. The first is “Print 1099s after you e-file,” which is useful when you’ve already submitted your forms electronically but still need physical copies for your records or to provide to contractors. The second is “Print 1099s if you didn’t e-file,” where you generate and print the forms directly from QuickBooks before sending them to the IRS.
No matter which situation applies to you, QuickBooks offers simple and guided options to help you get it done without hassle. In the sections ahead, we’ll walk you through both scenarios so you can confidently print your 1099s the right way.
Steps to Print 1099s After You’ve E-Filed
In this section, we’ll show you how to print your 1099s after e-filing in QuickBooks Online, QuickBooks Online Contractor Payments, and QuickBooks Desktop. While each version has a slightly different workflow, they all make it easy to access and print your submitted forms.
A. QuickBooks Online
If you choose to e-file your 1099s, QuickBooks Online also gives you the option to have the forms printed and mailed directly to your contractors, though this service may involve an additional fee. However, if you’d rather print or reprint the forms on your own, you can easily access them within your account. Here are the steps:
- Open QuickBooks Online and navigate to All Apps section
- Select Expenses & Bills, then click on 1099s
- Open the Completed Forms section
- Click on View 1099 to open the PDF
- Download and print the form as needed.
B. QuickBooks Online Contractor Payments
When you e-file your 1099s through QuickBooks Online Contractor Payments, you can choose to have them printed and mailed to contractors for an additional fee. If you prefer to print or reprint them yourself, the process is quick and simple.
- Go to the 1099s tab in your account.
- Locate the 1099 forms you’ve already e-filed.
- Click on View 1099 to open the form.
- Download the PDF version of the form.
- Print the 1099 for your records or to share with contractors.
C. QuickBooks Desktop
If you used Tax1099 to e-file your forms while working with QuickBooks Desktop, you can easily access and print copies of your submitted 1099s. Simply log in to your Tax1099 account and navigate to the section where your filed forms are stored. From there, you can view, download, and print the 1099s as needed for your records or to share with recipients.
Steps to Print 1099s If You Have Not E-Filed
If you haven’t e-filed your 1099s, don’t worry. 1099 forms aren’t generated automatically in QuickBooks, so you have multiple options to create, file, and print both 1099-MISC and 1099-NEC forms.
- The first option is that you can e-file and print your 1099 forms with the IRS through the Information Returns Intake System (IRIS).
- Or, if you’re looking for a more convenient option, you can create and e-file your 1099s directly through QuickBooks Online and QuickBooks Contractor Payments for a small fee, making the entire process quicker and hassle-free.
Note: If you’re filing 10 or more forms in total, such as 1099s, W-2s, or other federal returns, you’re required to submit them electronically.
Similar to the previous scenario, you can print your 1099s using QuickBooks Online, Desktop, or Mac. Follow the steps below to get started.
A. QuickBooks Online
Printing 1099s in QuickBooks Online without e-filing is a simple process once your forms are properly prepared. Before you begin, make sure all contractor details and payment information are accurate, so your forms are ready to print without errors. Also, it’s a good idea to purchase your 1099 kit by mid-January, so you have enough time to print and meet important IRS filing and contractor delivery deadlines.
- Launch QuickBooks Online.
- Go to All Apps, then navigate to Expenses & Bills, and select 1099s.
- Click on E-file to begin the process.
- Choose the option to create your 1099 forms.
- Once finished, select “No, I’ll Print and Mail” instead of other options.
- Finally, follow the on-screen instructions carefully to adjust the alignment and complete the printing of your forms accurately.
B. QuickBooks Online Contractor Payments
If you choose not to e-file through QuickBooks, you can still use the platform to generate your 1099 forms and print them for manual filing. Be sure to order your 1099 kit by mid-January so you have enough time to print and meet IRS filing deadlines, as well as the deadline for providing copies to your contractors.
Here are the steps:
- Navigate to the 1099 Filings tab in QuickBooks.
- Click on the option to create your 1099 forms.
- If you need additional guidance, refer to the detailed instructions to Create and File 1099s.
- Once the forms are prepared, select the Print and Mail option instead of e-filing.
- Carefully follow the on-screen prompts to adjust the alignment and complete the printing process.
C. QuickBooks Desktop
Before you begin, make sure you’ve purchased your 1099 kit by mid-January so you’re ready to print and meet IRS filing and contractor delivery deadlines. It’s also important to update your QuickBooks Desktop to the latest release and select the Reset Update checkbox during the update process.
Note: Keep in mind that your 1099s will only print correctly if you’re on the most recent version.
Once you’re all set, follow these steps:
- Open QuickBooks Desktop and log in to your company file.
- Go to Vendors, select 1099 Forms, then click on Print/E-file 1099 Forms to start creating your forms.
- In the Choose a filing method window, select either Print 1099-NEC or Print 1099-MISC, depending on what you need.
- Enter the appropriate date range for the forms and click OK.
- Choose the vendors for whom you want to print 1099s.
- Click Print 1099. If you need to print Form 1096, select Print 1096s instead.
- Review your printer settings carefully, then click Print to complete the process.
With everything updated and aligned correctly, you’ll have your 1099 and 1096 forms printed accurately and ready for submission.
D. QuickBooks Desktop for Mac
If you’re using QuickBooks Desktop for Mac, make sure your software is updated to the latest release before printing 1099 forms. Using the most recent version is essential to ensure the forms print accurately and without formatting issues. Once updated, you can follow the steps below to create and print your 1099s.
- Go to the Vendors menu.
- Select 1099 Forms, then click Print or E-file 1099/1096.
- In the filing method window, choose Print 1099-NECs or Print 1099-MISCs, depending on the form you need.
- Enter the appropriate date range for the reporting period.
- Select the vendors for whom you want to generate 1099s.
- Click Print 1099 to print the contractor forms. If you need Form 1096, select Print 1096 instead.
- Review and confirm your printer settings.
- Select Print to complete the process.
Following these steps will help ensure your 1099 and 1096 forms are printed accurately and ready for submission.
How to Troubleshoot 1099 Printing Issues in QuickBooks Online and Contractor Payments?
At times, your web browser settings can interfere with how your 1099 forms print, causing alignment issues or incomplete pages. To avoid this, Intuit recommends using updated versions of Google Chrome or Mozilla Firefox for the best printing experience. These browsers are typically more compatible with QuickBooks Online and its print settings.
If you’re still facing printing problems even while using the recommended browsers, don’t worry. Here are the few troubleshooting steps you can follow to resolve the issue in QuickBooks Online and Contractor Payments
A. For Google Chrome Users
- Open Google Chrome and click the three vertical dots in the top-right corner.
- Go to Settings, then select Privacy and Security.
- Click on Site Settings, then choose Additional Content Settings.
- Select PDF Documents and turn on the option to Download PDF files instead of automatically opening them in Chrome.
- Once updated, try printing your 1099 forms again.
If the alignment issue continues, open the print window and expand More Settings. Then check the Scale dropdown and make sure options like Fit to printable area or Fit to paper are not selected.
B. For Mozilla Firefox Users
- Open Mozilla Firefox and click on the menu icon.
- Then go to Options.
- Click on General from the left panel.
- Scroll down to the Applications section and find Portable Document Format (PDF).
- In the Action column, choose your preferred PDF viewer from the dropdown menu.
- Once updated, try printing your 1099 forms again.
If the downloaded PDF does not open in Adobe automatically: - Right-click on the downloaded PDF file.
- Click Open with and select Adobe from the list of available programs.
- After opening the file in Adobe, attempt to print your 1099 forms again.
These simple steps should help you resolve most browser-related printing issues. You can also fix the print settings issues in Microsoft Edge or check your Mac’s print configuration to eliminate any remaining glitches. A quick settings check can often fix the issue and get your 1099s printed smoothly without further hassle.
How to Print Form 1096 in QuickBooks Online and Desktop?
Form 1096 serves as a summary transmittal form when you file paper copies of your 1099s with the IRS. However, if you’re filing electronically, the IRS does not require Form 1096. It’s mainly needed when submitting physical 1099 forms by mail.
A. QuickBooks Online & QuickBooks Online Contractor Payments
QuickBooks Online and QuickBooks Online Contractor Payments do not generate a separate Form 1096. If you need similar summary details, you can navigate to the Completed Forms tab and select View Summary to access the consolidated information related to your filed 1099s.
B. QuickBooks Desktop
For QuickBooks Desktop users, the process depends on how you filed your forms:
- If you E-filed through Tax 1099: You can log in to your Tax1099 account and print a copy of Form 1096 directly from there.
- If you haven’t Created your 1099s yet: You’ll need to generate your 1099 forms in QuickBooks first. Once they’re created, you’ll have the option to print Form 1096 along with your 1099s for paper filing.
Understanding when Form 1096 is required helps you avoid unnecessary steps and ensures you stay compliant with IRS filing guidelines.
Why Is It Important to Print Your 1099 and 1096 Forms?
Printing your 1099 and 1096 forms plays a key role in staying compliant, organized, and prepared during tax season. Here’s why it matters:
- Ensure IRS Compliance: If you’re filing by mail, printed 1099 forms must be submitted to the IRS along with Form 1096 as a summary cover sheet. Timely printing helps you meet federal filing deadlines and avoid penalties.
- Provides Copies to Contractors: Contractors need their 1099 forms to accurately report income on their tax returns. Printing and distributing these forms ensure transparency and smooth tax reporting for both parties.
- Supports Accurate Record-Keeping: Keeping printed copies for your business records helps with reconciliation, audits, and future references. It creates a clear paper trail of payments made during the tax year.
- Prevents Last-Minute Errors: Printing your forms in advance allows you to review details such as contractor information, payment totals, and tax withholdings before submission.
- Reduces Risk of Penalties: Missing deadlines or failing to provide correct forms can result in fines. Printing and verifying your 1099s and 1096 ensures everything is properly documented and submitted.
In short, printing these forms helps you stay organized, compliant, and confident throughout the process.
Conclusion
Wrapping up your 1099 and 1096 filing doesn’t have to feel overwhelming. Once you understand when to print your forms, whether after e-filing or before submitting them manually, the process becomes much more manageable. QuickBooks Online and QuickBooks Desktop both offer structured workflows that help you create, review, and print your forms with confidence.
The key is staying organized, verifying your contractor details, and keeping IRS deadlines in mind. Whether you’re printing 1099-NEC, 1099-MISC, or Form 1096 for paper filing, following the correct steps ensures accuracy and compliance.
By planning ahead and using the right filing method for your business, you can avoid last-minute stress and potential penalties. With everything set up properly, printing your 1099s and 1096 forms becomes just another smooth task in your year-end checklist.
Frequently Asked Questions
Follow these steps to print 1099 Copy B for your contractors:
1. Open QuickBooks Desktop and go to the Vendors menu.
2. Select 1099 Forms, then click Print/E-file 1099 Forms.
3. Launch the 1099-NEC or 1099-MISC wizard, depending on the form you need.
4. Ensure your vendor accounts are properly mapped to the correct 1099 boxes.
5. Choose the vendors for whom you want to print Copy B.
6. Select Print 1099.
7. Choose whether to print on plain paper (data-only) or on pre-printed 1099 forms.
8. Review your printer settings and proceed with printing.
Make sure your QuickBooks Desktop is updated to the latest release to ensure the forms print correctly and without alignment issues.
Follow these steps to print recipient copies of your 1099 forms:
1. Open QuickBooks Online and navigate to the Expenses section.
2. Now, go to Vendors or Payroll > Contractors.
3. Click Prepare 1099s to begin the process.
4. Follow the on-screen steps and choose I’ll print and mail instead of e-filing.
5. Select the correct tax year.
6. Print the forms one at a time to review alignment and accuracy.
If you’ve already filed your 1099s, go to Taxes > 1099 Filings, open the completed form, and download or print the recipient PDF copy from there.
The filing deadline depends on the type of 1099 form and how you submit it:
A. Form 1099-NEC: Due January 31 to both the IRS and the recipient, whether you file electronically or by paper.
B. Form 1099-MISC:
a. Due to recipients by January 31 (if reporting nonemployee compensation, it’s filed on 1099-NEC).
b. Due to the IRS by February 28 if filing by paper.
c. Due by March 31 if filing electronically.
C. Form 1096: This form is required only when you file paper copies of 1099s. It must be submitted to the IRS by the same deadline as the paper 1099 forms (typically January 31 for 1099-NEC or February 28 for most 1099-MISC filings).
If a deadline falls on a weekend or federal holiday, it generally moves to the next business day.
Yes. QuickBooks allows you to print multiple 1099 forms at once for different vendors or contractors. During the print setup, simply select the recipients you want to include, and the system will generate separate copies for each payee automatically. This makes it easy to handle bulk printing and ensures every contractor receives the correct form.
You can print certain tax forms on plain white paper, but it depends on the copy and the form type. For example, W-2 Copy A and Form W-3 can be printed on plain white paper. However, for Form 1099, Copy A cannot be printed on plain paper. It must be printed on the official red-ink IRS form, which needs to be ordered directly from the IRS or purchased from an authorized tax forms supplier. Recipient copies, on the other hand, can generally be printed on plain paper.
To print your 1099 information sheet in QuickBooks Online, follow these steps:
1. Go to Payroll and select Contractors (or navigate to Expenses > Vendors, depending on your setup).
2. Click Prepare 1099s to begin creating your forms.
3. Select the correct 1099 form type, such as 1099-NEC or 1099-MISC.
4. Before printing on official forms, choose Print sample on blank paper to review alignment and ensure everything prints correctly.
Once verified, you can proceed to print or save the form as a PDF for your records.
