Skip to main content

Documentation Index

Fetch the complete documentation index at: https://docs.dualentry.com/llms.txt

Use this file to discover all available pages before exploring further.

​
How to Track 1099-Eligible Spend

DualEntry tracks 1099-eligible payments throughout the year so you have accurate data when filing season arrives. The process starts with configuring your vendors correctly, continues with ongoing payment tracking, and ends with generating and reviewing your 1099 report.

​
Setting Up 1099 Vendors

A vendor becomes 1099-eligible when you set the category_1099 field on their vendor record. Navigate to the vendor’s profile under Accounts Payable → Vendors, or update the field via PATCH to /public/v2/vendors/{id}/. The category_1099 field accepts standard IRS box codes - NEC (nonemployee compensation), MISC-1 (rents), MISC-2 (royalties), and so on. You also need the vendor’s taxpayer identification number (TIN) and legal name on file. DualEntry validates that both fields are present when you set a 1099 category. If either is missing, the system prompts you to complete the vendor record before saving. When onboarding a new vendor, request a W-9 before issuing the first payment. Store the W-9 as an attachment on the vendor record so it is available for reference during year-end review. The legal name on the W-9 must match the legal name in DualEntry - mismatches cause IRS rejections during electronic filing.
Set up the category_1099 field when you first onboard a vendor. Retroactively tagging vendors at year-end works, but it means you miss mid-year review opportunities and risk overlooking qualifying payments.

​
Tracking 1099-Eligible Payments

Once a vendor is flagged as 1099-eligible, DualEntry automatically accumulates qualifying payments. Every posted vendor payment and direct expense against that vendor counts toward the 1099 total for the applicable tax year. The system tracks payments by calendar year, regardless of your fiscal year. If your fiscal year ends in June, your 1099 totals still reset on January 1. You can review year-to-date 1099 totals at any time from Reports → 1099 Summary. The report shows each 1099 vendor, their category, TIN status, and the total paid. Use this report quarterly to catch missing TINs or miscategorized vendors before year-end. Voided and reversed payments are automatically excluded from the running total. If you void a vendor payment after it has already been counted, DualEntry subtracts the amount from the vendor’s year-to-date 1099 balance. This keeps your mid-year reviews accurate without requiring manual adjustments.

​
Generating and Reviewing 1099 Forms

At year-end, navigate to Reports → 1099 Generation. DualEntry compiles payment totals for each vendor that meets the IRS reporting threshold for their category ($600 for NEC, for example). The generation process produces a downloadable report with one row per vendor, broken out by 1099 box. Review the generated data before exporting. Common items to check:
  • Vendors with payments near the threshold - confirm whether they should be included or excluded.
  • Vendors with missing or invalid TINs - these will cause rejection if submitted electronically.
  • Vendor name and address accuracy - the legal name on the 1099 must match the W-9 on file.
The 1099 report includes built-in validation checks. DualEntry flags vendors with missing TINs, vendors whose legal name does not match their W-9, and vendors whose payment total exceeds expected ranges. Each flag links back to the vendor record so you can correct the issue in place. After your review is complete, export the data in IRS-compatible format for electronic filing, or send it to your filing service. DualEntry supports export in both CSV and the IRS FIRE format.

​
Filing Considerations

DualEntry generates the data for 1099 forms but does not file with the IRS on your behalf. You are responsible for submitting the forms through the IRS FIRE system, an authorized e-file provider, or by mailing paper copies. Key deadlines to track:
  • January 31 - furnish recipient copies and file NEC forms with the IRS.
  • February 28 (paper) or March 31 (electronic) - file MISC forms with the IRS.
Build a review timeline that works backward from these deadlines. A common approach is to close your December AP by the second week of January, run the 1099 generation report, complete your review, and export by January 25. This gives you a buffer before the January 31 NEC deadline and leaves time to resolve any TIN or name issues.
If you void or reverse a payment after generating the 1099 report, re-run the report to ensure the totals are accurate. DualEntry does not automatically update a previously generated report.
Last modified on May 28, 2026