If you paid a subcontractor $600 or more during the calendar year, you are required to file a 1099-NEC with the IRS and provide a copy to the subcontractor. This applies to payments made to individuals, partnerships, and LLCs that are taxed as sole proprietors or partnerships. You generally do not need to issue a 1099 to corporations, though there are exceptions for legal services and certain medical payments.

The 1099-NEC is the form used for reporting nonemployee compensation. It replaced the old 1099-MISC Box 7 starting with the 2020 tax year. The deadline is January 31st for both sending copies to your subcontractors and submitting to the IRS. There is no automatic extension for this deadline, so missing it means penalties start right away.

The most important step happens before you ever pay someone. Collect a W-9 form from every subcontractor before you make the first payment. The W-9 gives you their legal name, business name, tax ID or Social Security number, and entity type. Getting this upfront saves you from chasing people down in January when they have no reason to respond quickly. If a sub refuses to provide a W-9, the IRS actually requires you to withhold 24% of their payment as backup withholding.

Penalties for not filing 1099s range from $60 to $310 per form depending on how late you file. Intentional disregard carries even steeper fines. Beyond the dollar penalties, failing to issue 1099s can create problems during an audit because the IRS may question whether those subcontractor payments were legitimate deductible expenses. For businesses in construction, landscaping, cleaning, and other industries that rely heavily on subs, this is one of the most common compliance issues the IRS flags.

Keeping your books organized throughout the year makes 1099 preparation straightforward. When subcontractor payments are properly categorized and W-9s are on file, generating the forms in January takes very little effort. The scramble happens when records are messy and you’re trying to figure out who you paid and how much after the fact.

If you’ve fallen behind on issuing 1099s from prior years, it is better to file late than not at all. The IRS looks more favorably on late compliance than no compliance. Our virtual bookkeeping services in Jacksonville include making sure your subcontractor records stay current so you’re never caught off guard when January rolls around.

One more thing worth noting. Paying subcontractors through platforms like Venmo, Zelle, or Cash App does not change your 1099 obligation. If you paid $600 or more to a sub, you file the 1099-NEC regardless of how the money was transferred. The payment method is irrelevant to the reporting requirement.