Subcontractor + Vendor Tracker (1099)
Every January it's the same: digging through the checkbook to figure out who you paid, how much, and whether you ever got their W-9. This keeps one running list all year — log each payment as you go, and it totals every sub and vendor, flags eligible vendors reaching the selected threshold ($2,000 for 2026), and shows you exactly who you're still missing a W-9 from. While they're still answering your calls.
XLSX workbook · one-time purchase · vendor dropdown built in
The sample uses your eligibility settings and selected-year direct payments. Confirm exemptions and special cases before filing.
Missing 1099s and un-collected W-9s are a quiet, avoidable headache — penalties for late filings, a scramble to reconstruct a year of payments, and subs who've moved on and stopped replying. The fix isn't more effort at tax time; it's a list you keep current all year. Log the payment when you make it, collect the W-9 before you pay, then review the flagged candidates before filing.
What's inside
A one-page guide and the color legend so you know which cells are yours.
Your list of subs and vendors, with W-9 status and whether each is 1099-eligible.
Log every payment — vendor from a dropdown, plus job, amount, and method.
Totals recorded payments by vendor and flags potential 1099-NEC candidates and missing W-9 records for review.
The 1099-NEC rules that matter — threshold, exemptions, deadlines — sourced from the IRS.
How it fits together
You're already paying these subs. This just makes sure the paperwork keeps up.
The subcontractor costs you track in the Job-Costing Tracker are the same payments that drive your 1099s. This tool organizes vendor totals and missing paperwork for review with your accountant.
Get the tool
One running list all year, potential 1099-NEC candidate and missing-W-9 flags, and the IRS rules that matter — so January is boring. One-time purchase.
Questions
No. It tells you who likely needs a 1099-NEC and flags missing W-9s so you're organized — it doesn't file anything, and it isn't tax advice. Review the flagged records against the applicable rules yourself or with your accountant before filing.
For 2026, the general federal threshold is $2,000 in reportable service payments; 2025 used $600. Set the year, threshold, and vendor eligibility. Review exceptions with your accountant; the workbook flags candidates, not final filing decisions.
The workbook includes Check, Cash, and ACH payments in the selected year and excludes Card and qualifying third-party-network payments from the 1099-NEC total. Review payment classifications and exceptions before filing.
Each download purchase arrives as a ZIP containing the listed XLSX workbook(s) and PDF buyer guide. Open in Excel or import a copy into Google Sheets; verify formulas, dropdowns and layout. Native application compatibility has not been fully certified.
Capacity: 10 vendors and 500 payment entries. Input checks flag unknown vendors, invalid dates and methods. Additional vendors require a separate file or an extended, rechecked model.