FAQs

When customers request the forms to be emailed to their recipient(s)/vendors, 1099kefile.com sends an email with the PDF attached that is password protected. The email includes instructions on how to open the PDF. The password is based on how the Recipient data is entered into the system and done automatically therefore we can’t “reset” the password. If there is a typo in the Social Security Number (SSN) or Employer Identification Number (EIN), the recipient will need to contact the Payer listed in the email to find out what they used in their profile to be able to open the PDF.

When emailing a password-protected 1099 form, follow IRS guidelines. Instructions to open the PDF are as follows:

Business Name as Filer:
Password: First 4 lowercase letters of business name + Last 4 digits of EIN.
Skip special characters, use next word if first is < 4 characters.
Example: Business is A&B Characters, EIN is 1234.
Password: abch1234

Personal Name as Filer:
Password: First 4 lowercase letters of first name + Last 4 digits of SSN.
If first name < 4 characters, add from last name.
Example: Individual is Jo Black, SSN is 1234.
Password: jobl1234
Name in Email’s “Dear…”:

Password is based on the name in the email after “Dear.”
Example: If “Dear Samantha Jones,” password is sama3377 (Samantha’s SSN ending in 3377).
If “Dear Jones, Samantha,” password is jone3377.
Note: Password is solely based on filer’s information. Filer errors may lead to incorrect passwords, even with correct input.

1. Login to your account.
2. Navigate to Forms:
   • Locate forms under the Payer on the dashboard.
   • Change Tax Year or search by Payer name or reference number.
3. View Forms:
   • Click “View” next to the set of forms.
4. Sort and Select Recipients:
   • Locate the recipient form in the table.
   • Click column headings to sort A-Z or Z-A.
   • Use checkboxes on the left to select recipients.
5. Choose Delivery Method:
   • Click on “E-Mail Recipient Copy” or “USPS Mail to Recipient.”
6. Select Recipients:
   • Choose either selected recipients or all recipients.
7. Email Recipients:
   • If recipients lack an email, select them one at a time.
   • Click the email recipient button.
   • Enter the email address for the form.
   • Ensure you click “Selected.”
8.  Avoid Multiple Forms with No Emails:
   • If attempting multiple forms with no emails, do it one at a time.
   • Multiple forms with no emails will trigger an error.
9. Confirmation and Timing:
   • Once requests are made, emails are sent within 24-48 business hours.
10. Optional: Manage Recipient Emails:
    • Instead of adding emails during form creation, go to People > Manage Recipient.
    • Add emails there and return to Manage Forms to request the email option.

To check the status of an email for a 1099 or W-9 recipient on Tax1099.com, follow these steps:

1. Login:
   – Log into your Tax1099.com account.
2. Access Reports:
   – On the dashboard, navigate to Reports.
3. Select Email Request Status:
   – Click on “Email Request Status.”
4. Choose Form Type:
   – The default page shows the 1099 vendor copy e-delivery status. If you want to check W-9 email status, click on “W-9 e-Solicitation Request Status.”
   – Alternatively, you can select the “W9 Request Status” option under Reports to access the same tab.
5. View Status:
   -Review the status page to confirm if the email was received or opened.
6. Edit Email Address:
   – If you need to edit a vendor’s email address, click on “Edit.”
7. Save Changes and Resend:
   – After editing, click “Update” to save the changes and resend the email.

The Recipient is the person or company receiving a payment from a Payer. You can add, edit, and delete Recipients under Manage Recipient. If you are importing from an Excel file or integration partner, the Recipient will be created automatically – there is no need to add a Recipient manually if you will import their information.

There are 2 options to track the status of Mailed Forms Click on Forms>Manage Forms and then click on the USPS Requested link Go to Reports>Forms Delivery Report

If you are printing PDF forms to mail to your recipients, our PDFs (1099s, W-2s, et cetera) fit into several different #10 double window sizes. Here is the size our office uses, so we know the PDF fits into them. We purchase ours from Sam’s Club

If you are printing PDF forms to mail to your recipients, our PDFs (1099s, W-2s, et cetera) fit into several different #10 double window sizes. Here is the size our office uses, so we know the PDF fits into them. We purchase ours from Sam’s Club

1. First, log into 1099kefile.com.
2. On the left side go to People > Manage Recipient.
3. Choose a Payer.
4. Click on Request W-9 for the recipient of your choice.
5. Click OK to confirm you want to send a W-9.
6. It will ask you to prepay for the W-9 forms
7. We will send the recipient an email with a link. (When requesting a W-9, we email the recipient the request. They have 30 days from that request date to complete the W-9 before it expires. We will send out a reminder every 7 days until the 30 days are up.)
8. Once they click the link the W-9 will pull up for them to complete.
9. If they need to add or edit any information, they can do so.
10. They must check the appropriate box for federal tax classification.