How to Prepare Your 1099 Data Before January: An Import Checklist

Direct Answer

Clean your payee data before filing season. Collect a Form W-9 for each reportable payee, verify names and TINs, classify payments by form type, and prepare a simple Excel workbook with consistent columns. Testing a small sample before January can catch missing information and formatting problems while there is still time to fix them.

Key Takeaways

Get a Form W-9 before year-end for each payee who may need a return.
Match the payee’s legal name and TIN to the information on file.
Sort payments by form type and total the amounts before import.
Prepare an Excel workbook, not a CSV file.
Test the workbook with a small sample before the filing rush.

Filing Is Fast. Data Cleanup Takes Time.

Missing TINs, duplicate vendor records, and payments coded to the wrong category can turn a short filing task into days of cleanup. A review in November or December gives you a chance to fix those issues before deadlines are close.

Step 1: Close the W-9 Gaps

Make a list of payees who may meet a reporting threshold and confirm you have a completed Form W-9 where appropriate. Check the legal name, business name if applicable, federal tax classification, TIN, and current mailing address. Follow the applicable IRS rules if you cannot obtain a TIN.

Step 2: Check Names and TINs

Compare the payee name and TIN in your records with the information provided on the Form W-9. Look for duplicate vendor records, stale addresses, missing digits, or business-name variations. If you discover a mismatch, resolve it with the payee before preparing the return.

Step 3: Classify Payments

Sort payments by what they were for, then apply the appropriate 1099 form and reporting threshold. Services performed by a nonemployee are generally reported on Form 1099-NEC when the applicable threshold is met. Rents, prizes, and other reportable categories may belong on Form 1099-MISC. Check the current IRS instructions for the payment type.

Payments made by payment card or through a third-party settlement organization are generally reported by the payment settlement entity on Form 1099-K. Review those transactions so they are not mistakenly included again in your Form 1099-NEC totals.

Step 4: Build a Clean Excel Workbook

Prepare an Excel workbook using the import layout required by your filing software. A clear workbook typically has:

One row for each payee and form type.
Amounts totaled for the year.
Separate columns for legal name, business name if applicable, TIN, address, and payment amounts.
TINs stored as text so leading zeros are preserved.
No merged cells, blank header rows, or extra totals rows.

1099 Express accepts Excel files for this import process. It does not accept a CSV-formatted file. Use the current 1099 Express template and instructions when preparing your workbook.

Step 5: Test the Import Early

Before the filing rush, test a small sample using the Excel template. Confirm that columns map correctly, names and TINs remain intact, and payment amounts land in the right fields. Keep a clean backup of the original workbook before making changes.

A December Checklist

Confirm W-9 and payee details.
Resolve missing or mismatched names and TINs.
Classify payments by form type and applicable threshold.
Review card and third-party settlement payments.
Prepare the Excel workbook in the required template.
Test a small import and save a backup.

Need help preparing an Excel workbook for 1099 Express? Contact support@1099express.com or call (361) 884-1500 before filing season.