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    1099 E-File Service: QuickBooks Desktop setup, troubleshooting, & FAQs

    Article ID: 1002305

    Overview

    With a few easy steps, you can e-file your 1099-MISC form(s) instead of filing manually. After going through the QuickBooks 1099 Wizard, QuickBooks will sync to the 1099 E-File Service and import your data.

    This article covers the 1099 E-File service for QuickBooks Desktop (Basic, Standard, Enhanced, and Assisted Payroll).

    Setup & Pricing

    To set up the 1099 E-File Service for new users:

    These are the tasks you need to complete to start using the 1099 E-File Service:

    Complete the QuickBooks 1099 Wizard.

    To access the 1099 Wizard, click Vendors > Print/E-File 1099s > 1099 Wizard.

    Then click Get Started to proceed through the wizard.


    To complete the wizard:
    1. Select Vendors: This list is pulled from the Vendor List. Select the vendors that need Form 1099-MISC, then click Continue.

      IMPORTANT!
      Changing the selections here will also change the vendors' 1099 status in your company file.

    2. Verify Vendors: The information you see will be used on the 1099s. Values can be edited by double-clicking a cell within the table. Click Continue to proceed.

    3. Map Accounts: Amounts will only be included for reporting if they are mapped to boxes. To map accounts or omit payments from 1099 forms, select from the Apply payments to this 1099 box dropdown list or, if applicable, select the Report all payments in Box 7 checkbox. Click Continue to proceed.

      If you see a message in red that your settings do not match the current IRS thresholds:
      • Click on the hyperlink Show IRS 1099-MISC filing thresholds.
      • Then click on Reset to IRS Thresholds button.
    4. Review Payments: The IRS requires you to exclude electronic payments from being reported on Form 1099-MISC. These include credit card, debit card, gift card or PayPal payments.
      • Click View Included Payments and then View Excluded Payments to review the QuickBooks report of the amounts that will be included and excluded.
    5. Confirm Entries: Review the summary of vendors and amounts that will be reported. This is the data that will be printed and sent to the 1099 E-File Service. Click Continue to proceed.
        NOTE: The amounts in the Total Unmapped Payments column will NOT be included on the 1099 forms. This may be correct, but it may also indicate that accounts are not mapped properly to the 1099 boxes. 
      • Choose Filing: Click Go to Intuit 1099 E-File Service.

        Create an Intuit Account.

        Note: Click Return to service if you have already signed up for the 1099 E-file service.

        To create an account:
        1. From The Intuit 1099 E-File Service, click Sign up.
           
          Note: You may be prompted to confirm your login if QuickBooks finds an Intuit Account attached to the QuickBooks data file, or if you are logged in to an Intuit website or application before, and you marked the Remember me checkbox.  You may choose to Continue, Sign up a new account, or Sign in with another account

        2. Enter your email address and click Continue.

        3. If you have not yet created an Intuit Account using the email address you entered, complete the details required and click Sign Up.


        4. Sign in using the Intuit Account login you have just created.

        Sync data from QuickBooks to Intuit App Center.

        1. Depending on the QuickBooks version you have:
          • QuickBooks 2012: Go to Online Services> Set Up Intuit Sync Manager
          • QuickBooks 2013 to 2015: Go to File> Set Up Intuit Sync Manager
          • QuickBooks Enterprise Solutions: Go to Online Solutions> Set Up Intuit Sync Manager.
        2. Verify the file you want to sync is the file that appears on left of screen.  If not, click the open that file instead link.
        3. Enter User ID and Password, then click Sign In & Sync.  Sign in with the same account you used for the 1099 E-File Service.
        4. If prompted, select the 1099 E-File Service for syncing and click Next.
        5. Wait for the sync to complete.

        6. When Sync is complete, click Go to My Apps.
        7. Sign in using the same Intuit Account login.
        8. In the Intuit App Center, click the icon for the Intuit 1099 E-File Service.  A message will display with instructions to continue with the service from within QuickBooks.
        9. Go back to QuickBooks and click Continue on the sync info page.

        10. This will open the 1099 E-File Service page.  You only have to set up Intuit Sync Manager once. In the process of e-filing your 1099 forms, QuickBooks will automatically sync your data with the 1099 E-File Service.

        Pricing:

        For information on pricing and billing, click here.

        E-filing & Printing

        6 steps to E-File 1099-MISC form(s) in QuickBooks:

        Step 1 of 6: Verify Company Information

        From the 1099 E-File Service main window, click the Import Information link.
         

        The information will be brought in from the QuickBooks data file. Complete any missing items, and then click Continue.

        Step 2 of 6: Verify 1099 Forms

        If there are vendors missing from the list, return to QuickBooks and verify all information is correct and accounts are mapped correctly. See Set up vendor and print 1099/1096 forms.

        From the list of 1099 Forms, you can choose to select the form(s) you want to submit or select all, and then click Continue.

        Step 3 of 6: Pay for service

        Enter the billing information that will be used to pay for the 1099 E-File Service.  Review the Number of forms and the Total amount, and then click Approve to pay for the service.

        Step 4 of 6: Download Your 1099 Forms

        Click the Print For Contractors to view and print 1099 forms. You can also click the Download link to save an electronic (PDF) copy of the forms that you can email to your contractors. Click Continue to proceed.

        Step 5 of 6: E-File with the IRS

        Click View to view and print the 1099 form(s) that will be e-filed with the IRS. Click Submit to queue the forms for e-filing, and the form(s) will be transmitted.

        Step 6 of 6: Confirmation and Next Steps

        The confirmation page shows the number of 1099 forms filed and the total amount reported.  Review the confirmation and follow the Next Steps.
        The special characters on the payee name of the 1099 Forms you submit will automatically be removed to comply with the 2014 General Instructions for Certain Information Returns, page 6, Paper Document Reporting #10 and #11.

        To return to the 1099 E-File Service:

        You can exit from the 1099 E-File Service page to add more vendors/contractors in QuickBooks. When you return to the 1099 E-File Service to submit forms, you will need to sign in using the same Intuit Account login.

        Go to Vendors > Print/E-File 1099 > 1099 and 1096 Wizard.

        Click Go to Intuit 1099 E-File Service.  The company file will sync with the 1099 E-File Service.

        When the sync is complete, click Return to Service.

        Sign in using your Intuit Account login.

        If you can't remember your User ID or Password, follow these steps:
        1. Click Forgot your Password? or Forgot your User ID? link.
          Note: If you don't know the answer to the security question, contact support at 800.450.8475.
        2. Follow the steps to retrieve your Password or User ID.
        3. Try to log in again.
        If you have changed your data in QuickBooks whether the changes are 1099-related or not, the Sync Manager will detect these changes. You will be asked to review and verify your information. Otherwise, you will be brought to the 1099 E-File Service main page.

        Select the company you need to work on.

        The next steps will depend on what you need to perform.

        • If you have not imported any information yet for the year 2014, click the Import Information link. 
        • If you have already started importing 1099 data and you are returning to add more forms, click Update Information.

          You may also select from any of the available options Download and print or E-file with the IRS depending on the task you need to perform.

        Faqs And Troubleshooting

        How do I check the status of my filing?

        1. In QuickBooks, go to Vendors > Print/E-File 1099 > 1099 and 1096 Wizard.
        2. Click Go to Intuit 1099 E-File Service.
        3. Click Return to Service.
        4. Sign in using your Intuit Account login.
        5. Select the company you need to work on.
        6. In the 1099 E-File Service page, click View Status.
        Below are the statuses and what they mean:
        • Not Submitted: You haven't e-filed the Form 1099-MISC with the IRS. You can continue revising it.
        • Submitted: You have already e-filed the form to the IRS. At this point, you can't revise it through our service (if you need to revise it, you'll need to file a manual amendment).
        • Received by IRS: The IRS has received your form and is either processing it or has already processed and approved it. We will send an email about a week after the IRS accepts your forms. Customers who have submitted their 1099 e-file forms will receive a confirmation email approximately a week after submitting their forms once the IRS starts accepting and confirming submissions.

        How do I view past forms that I have archived or e-filed?

        1. In QuickBooks, go to Vendors > Print/E-File 1099 > 1099 and 1096 Wizard.
        2. Click Go to Intuit 1099 E-File Service.
        3. Click Return to Service.
        4. Sign in using your Intuit Account login.
        5. Select the company you need to work on.
        6. In the 1099 E-File Service page, click View past forms.

        7. Click the Form link to view the statuses.

        How do I edit my Contact Information, Business Address, Company Legal name/address, and Tax ID?

        1. In QuickBooks, go to Vendors > Print/E-File 1099 > 1099 and 1096 Wizard.
        2. Click Go to Intuit 1099 E-File Service.
        3. Click Return to Service.
        4. Sign in using your Intuit Account login.
        5. Select the company you need to work on.
        6. At the bottom of the 1099 E-File Service page, click Company settings.

        7. Click the links to the settings you want to edit.

        8. Click Done.

        How does the Intuit Sync Manager Work?

        The Intuit Sync Manager will sync by default every hour (default) with the Intuit App Center regardless if QuickBooks is open based on sync settings. There is no interaction needed from you or any users of your QuickBooks.

        To open the Intuit Sync Manager, double-click the Intuit Sync Manager icon from the system tray.
        • How does Intuit Sync work in a networked environment?
          Sync Manager is considered as a common component in QuickBooks installation, i.e.. one version of Sync Manager works with multiple versions of QuickBooks, and one instance of it works with multiple instances of QuickBooks at the same time. As such, only one instance of it is started on one machine.

          In a networked environment, multiple instances of Sync Manager may exist in the local network. However, for each company file, there can only be one Sync Manager to do data sync for it. The machine on which user sets up data sync for that company file will be designated as the sync machine for it, and only Sync Manager running on that machine will be able synchronize data between that company file and the cloud.
        • How does Intuit Sync work in hosted and remote QuickBooks file?
          A remote computer is used in cases where an accountant or bookkeeper is accessing the QuickBooks file from a different computer than the one they are physically sitting at. Typically, this is used when an accountant sets up QuickBooks on a client's computer then accesses that computer from their home or office. A hosted QuickBooks file is slightly different in that neither the client nor the accountant has the QuickBooks file. It is hosted by a third party which the client and accountant access remotely.

          Sync Manager is tied to the person who logged into the computer to set it up originally. If the accountant logs into the computer by physically sitting in front of it, then they try to log into the computer again remotely, the computer sees the accountant as logging in as a different person. The physical login is different from logging in remotely. With hosted files, every connection the user makes to the QuickBooks file can even be seen as a different user by the computer even if the accountant logs in the same way every time.

          In the case of a hosted QuickBooks file, the user may have issues setting up sync manager depending on the rules the hosted site has for logins. In this case, contact your host provider to see if they can provide a workaround to allow the sync manager to work.

        What is Intuit App Center?

        The Intuit App Center is located at appcenter.intuit.com. This is a service for small businesses to find and use applications that work with QuickBooks and with each other. It is a single place of access to manage all apps and settings.

        Can't sign in to Intuit App Center

        Problem: When trying to sign in to Intuit App Center, it gives you a warning message: "The user ID or password is incorrect".

        What to do: If you can't remember your User ID or Password, follow these steps:
        1. Click Forgot your Password? or Forgot your User ID? link.
          Note: If you don't know the answer to the security question, contact support at 1.800.450.8475.
        2. Follow the steps to retrieve your Password or User ID.
        3. Try to log in again.

        Vendor Missing from the 1099 Summary Report or 1099 E-File Service

        Error: Incomplete Company Information

        Problem: When attempting to access the 1099 E-File service, you might receive an error message that begins with "Error: Incomplete Company Information. Some of the information that we brought over from QuickBooks is invalid. This message is sometimes followed by a description of the issue (such as missing or invalid information).

        What to do: The IRS requires specific company information for e-filing 1099 forms. This information must be entered properly in QuickBooks. If any of this information is missing from QuickBooks or is not formatted properly in QuickBooks, an error message will be displayed. These errors must be corrected before e-filing 1099 forms.

        To access the company information in QuickBoks:
        1. Depending on the QuickBooks version you are using:
          QuickBooks 2012 and 2013: Go to Company > Company Information.
          QuickBooks 2014 and 2015: Go to Company > My Company.
        2. In the Legal Information section, verify that the information is correct and the zip code has numeric digits only (except for a dash if extended zip code is used).
        3. In the Company Identification section, verify that one of the following tax id values is specified:
          • The Federal Employer Identification Number (EIN) format must be 99-9999999
          • The Social Security Number or Individual Taxpayer Identification Number (ITIN) format must be 999-99-9999

        Error: One of the vendors we brought over from QuickBooks have missing or invalid information.

        Problem: When attempting to access the 1099 E-File service, you might receive one of several long messages that begin with "One of the vendors we brought over from QuickBooks have missing or invalid information. You can't e-file until you fix the errors." This message is sometimes followed by the Company name and a description of the issue (such as missing or invalid information).

        What to do: The IRS requires specific vendor information for 1099 e-filing. This information must be entered properly in QuickBooks. If any of this information is missing from QuickBooks or is not formatted correctly in QuickBooks, an error message will be displayed. These errors must be corrected before e-filing 1099 forms. However, if only some of your vendors display validation errors, you can continue with e-filing the vendors that do not show any errors.

        If the issue described is about one of your vendors having the same tax ID as another vendor, see 1099 E-File Error: Duplicate Tax ID

        To edit vendor information in QuickBooks:
        1. Click Vendors > Vendor Center.
        2. Double-click the vendor or right-click the vendor and select Edit Vendor.
        3. Verify the following information:
          • Vendor Name - The vendor name used for 1099 e-filing is on the Address Info tab. The name values that must be entered for a vendor in QuickBooks depend on the type of the vendor. If the tax id for the vendor is formatted as 99-9999999, then the vendor is considered to be a business and the Company Name is used for e-filing and must be entered in QuickBooks. If the tax id for the vendor is formatted as 999-99-9999, then the vendor is considered to be an individual and the first and last name are used for e-filing and must be entered in QuickBooks.
          • Address Information - The vendor address used for 1099 e-filing is on the Address Info tab in the Billed From Address section. Make sure the address values are correct. The zip code must be all numeric digits, with a dash allowed as a separator for zip codes formatted as an extended zip code.
          • Vendor Tax ID - The tax id used for 1099 e-filing is on the Additional Info tab. In QuickBooks 2013: click the Tax Settings tab to view the VENDOR TAX ID. For a Federal Employer Identification Number (EIN), the format must be 99-9999999. For a Social Security Number or Individual Taxpayer Identification Number (ITIN), the format must be 999-99-9999.

        Error: QuickBooks data not synchronized

        Problem: When attempting to access the 1099 E-file service from QuickBooks, you receive the following error message "QuickBooks data not synchronized. Please synchronize your data."


        What to do: In order to use the 1099 E-file service with your QuickBooks data, the data from your QuickBooks file must be sent to our server. If your QuickBooks data file is large, it may take a while to load all of your data. It never hurts to sync again to ensure the data is uploaded.

        In QuickBooks, choose Online Services > Manage Services >Show Sync Status.
        • If the Intuit Sync Manager shows the message Uploading QuickBooks data with a percentage complete message, then the data sync has been successfully started but is not yet complete. When the data sync is completed, the 1099 E-file service will be available.
        • If the Intuit Sync Manager shows the message Sync Completed and the time shown is within the last few minutes, then the data sync has just finished and you should now be able to use the 1099 E-file service.
        • If the Intuit Sync Manager does not show a Sync Completed message and is not currently in the processes of syncing, the data sync was not properly launched during signup. Click the Sync Now button to begin the data sync. When it is completed, the 1099 E-file service should be available.

        Warning: One of the vendors we brought over from QuickBooks has different information than what you e-filed.

        Problem: When accessing the 1099 E-file service from QuickBooks, you receive the following warning message:
        "One of the vendors we brought over from QuickBooks has different information than what you e-filed. If you need to file an amended 1099 form for this vendor, you must file an amendment manually; you cannot amend your e-filed forms through the 1099 E-File Service."

        OR

        "(xx) vendors we brought over from QuickBooks have different information than what you e-filed. If you need to file an amended 1099 form for these vendors, you must file an amendment manually; you cannot amend your e-filed forms through the 1099 E-File Service."

        Note: The number at the beginning of the message will vary based on number of errors.

        This is followed by one or more of the following messages:

           XYZ Company: change to Tax ID
           XYZ Company: change to Name
           XYZ Company: change to Street address
           XYZ Company: change to City 
           XYZ Company: change to State
           XYZ Company: change to Zip
           XYZ Company: change to box amounts 
           XYZ Company: deleted from QuickBooks, no longer marked as eligible for 1099, or amount no longer meets threshold for 1099 filing

        What to do: The 1099 E-file service cannot be used to file amended 1099 forms. If you make changes to a vendor after the 1099 has been e-filed, you have to manually file any needed amendment for the vendor.  

        Error: An unexpected error occurred accessing vendor information from QuickBooks

        Problem: When attempting to access the 1099 E-File service from QuickBooks, you receive the following error message in:

        Step 3 of 7: Verify 1099 Forms (if this is the first time you are accessing the service)

        or

        Step 2 of 6: Verify 1099 Forms (if you have previously accessed the service)

        "An unexpected error occurred accessing vendor information from QuickBooks. The information shown below may not match your QuickBooks data."

        What to do: The 1099 E-File service has experienced a problem and is not currently available. If this problem persists, please contact customer service for assistance.

        Business name does not fit or is printed twice on Form 1099

        Problem: Your business name may not fit on the printed version of Form 1099 because it's too long or your business name may appear twice. 
         
        What to do:

        • Buisness name does not fit in box - You do not need to be concerned about this or take any special action. The electronically submitted version of the form will contain the full business name. To ensure that the IRS receives the electronic transmittal with the correct filing name, you should not abbreviate your business name to fit on the printed 1099s.
        • Business name appears twice - If the your business name and filing name don't exactly match, both names will be printed on Form 1099. This will occur even if the difference is seemingly minor, such as different spacing or capitalization. To resolve it, you should generally change your business name. In Online Payroll, go to Setup > Contact Information.

          You should only change your filing name if it's incorrect (according to IRS records). In Online Payroll, go to Setup > General Tax Information. (Note that changing the filing name will deactivate your federal electronic services. if you use e-services in your payroll account.)

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