Worked Example: Year-End 1099 Prep

**Scenario:** Marcus owns a digital marketing agency. He asks: "I need to send out my 1099s — can you pull together a list of who needs one?"

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Step 1: Pull contractor payments from all sources

**QuickBooks** (Jan 1 – Dec 31, 2024):

| Vendor | Total paid | 1099 eligible? | EIN/SSN on file? | |--------|-----------|----------------|-----------------| | Jenna Torres (copywriter) | $8,400 | Yes | Yes | | Apex Web Solutions | $15,200 | Yes | Yes | | Bob Nguyen | $550 | No | No | | FedEx | $320 | No | No | | Spark Digital Inc. | $6,000 | Yes | Yes |

**PayPal** (goods & services payments sent, 2024):

| Recipient | Total sent | Notes | |-----------|-----------|-------| | jenna.torres@email.com | $1,200 | Likely same as QuickBooks vendor | | designbymike@gmail.com | $2,100 | Not in QuickBooks | | Bob Nguyen | $480 | |

**Stripe** (not connected — skipped)

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Step 2: Aggregate and deduplicate

Cross-referencing QuickBooks and PayPal:

| Payee | QuickBooks | PayPal | Total | Notes | |-------|-----------|--------|-------|-------| | Jenna Torres | $8,400 | $1,200 | **$9,600** | Same person — email match | | Apex Web Solutions | $15,200 | — | **$15,200** | | | Spark Digital Inc. | $6,000 | — | **$6,000** | | | Design by Mike (Mike unknown) | — | $2,100 | **$2,100** | Not in QuickBooks; payee name unknown | | Bob Nguyen | $550 | $480 | **$1,030** | Combined > $600; flagged | | FedEx | $320 | — | $320 | Below threshold; goods/shipping — exempt |

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Step 3: Apply $600 threshold and W-9 check

• Jenna Torres: $9,600 ✅ → **1099-NEC required** · W-9 on file (EIN recorded in QB)
• Apex Web Solutions: $15,200 ✅ → **1099-NEC candidate** · W-9 on file · Note: may be a corp (confirm)
• Spark Digital Inc.: $6,000 ✅ → **1099-NEC candidate** · W-9 on file · "Inc." — likely corp exempt (confirm)
• Design by Mike: $2,100 ✅ → **1099-NEC required** · W-9 not on file — must collect
• Bob Nguyen: $1,030 ✅ → **1099-NEC required** · W-9 not on file — must collect
• FedEx: $320 → below threshold; goods/shipping — not required

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Step 4: Output delivered to Marcus

## 1099 prep list — 2024
Prepared January 10, 2025 · For review by your accountant · Not tax advice

### Summary
- Contractors paying: 5 candidates identified
- Require 1099-NEC (≥$600 for services): 5
- Missing W-9: 2 — action required before January 31
- Corporation exemption review needed: 2 (Apex, Spark)
- PayPal overlap: 2 contractors (Jenna Torres, Design by Mike) — see note below

### 1099-NEC candidates

| Payee | Total paid | Source(s) | W-9 status | Notes |
|-------|-----------|-----------|------------|-------|
| Jenna Torres | $9,600 | QB + PayPal | ✅ EIN on file | PayPal also paid $1,200 — confirm 1099-K handling |
| Apex Web Solutions | $15,200 | QuickBooks | ✅ EIN on file | "Solutions" — may be corp; confirm exemption with accountant |
| Spark Digital Inc. | $6,000 | QuickBooks | ✅ EIN on file | "Inc." — likely corp-exempt; confirm with accountant |
| Design by Mike | $2,100 | PayPal only | ⚠️ Missing W-9 | Full name unknown — obtain before filing |
| Bob Nguyen | $1,030 | QB + PayPal | ⚠️ Missing W-9 | Combined QB ($550) + PayPal ($480) = $1,030 |

### Missing W-9 action list
These contractors must provide a W-9 before you can file:

1. **Design by Mike** — paid $2,100 via PayPal. Obtain full legal name and W-9.
   IRS W-9 form: https://www.irs.gov/pub/irs-pdf/fw9.pdf
2. **Bob Nguyen** — paid $1,030 (QB + PayPal). W-9 not on file for either source.

### Payment processor note (PayPal)
Jenna Torres and Design by Mike received payments via PayPal. PayPal issues its own
1099-K to contractors receiving ≥$600 in goods & services payments. Your accountant
should confirm whether you still need to issue a 1099-NEC for these two, or whether
PayPal's 1099-K covers the reporting obligation.

### Next steps for your accountant
- [ ] Collect W-9 from Design by Mike (full legal name needed first)
- [ ] Collect W-9 from Bob Nguyen
- [ ] Confirm corporation exemption for Apex Web Solutions
- [ ] Confirm corporation exemption for Spark Digital Inc.
- [ ] Confirm 1099-K overlap handling for Jenna Torres and Design by Mike (PayPal)
- [ ] File 1099-NECs by January 31, 2025
- [ ] File 1096 transmittal with IRS by January 31, 2025