How to e-file your 1099 forms and sync with Tax1099

  • Updated

If you paid an independent contractor $600 or more during the tax year, you must collect W-9 forms and then file a 1099 form by January 31st of every year*.

*Note: Consult the IRS website for current filing deadlines and specific requirements.

The 1099 form helps the IRS track payments made to non-employees like freelancers, consultants, and independent contractors who aren't your full-time employees. You can now do your 1099 e-filing by syncing your Melio data with Tax1099. 

Before filing a 1099 form, you'll need to collect a W-9 form from each contractor you've paid. For more details about the 1099 and W-9 forms, please see the following.

Our Boost and Core users can take advantage of the Tax1099 e-filing feature*, which eliminates manual data entry, saves time, and reduces the chances of errors. This feature allows you to sync with Tax1099 and easily e-file your 1099. If you are a Go user interested in using this feature, upgrade your plan to sync with Tax1099. 

* Standard Tax1099 fees apply

This guide covers the following: 

Collecting W-9 forms from your vendors

Before tax season, gather W-9 forms from all independent contractors you've paid $600 or more during the previous year. This simple step will streamline your tax filing process and help you comply with IRS requirements. As always, it's recommended to check the latest IRS guidelines for the most up-to-date filing requirements. If you have not yet gathered all your W-9 forms for your 1099 contractors, please see the following:

What to do if you made payments to a contractor outside of Melio?

If you made payments of $600 or more during the previous year outside of Melio, you will also need their W-9 form when you e-file your 1099 by syncing with Tax1099. You can do this by creating a bill for the vendor and requesting or uploading the W-9 form. To do this, please follow the steps below.

If you have paid a 1099 vendor less than $600 through Melio but also paid them an additional amount outside of Melio with a combined total of $600 or more, the following steps are also applicable.

1- Select Pay from the left sidebar.

2- In the main screen, select the Bills tab.

3- In the Bills tab, you can create a new bill by selecting either Create bill or + New payment

This will lead you to the Bill details screen.

4- Now, you can manually enter the bill details for the payment you want to create. 

5- Double-check that all the bill details are correct.

6- Select Save and close to save the bill you have created.

7—Once back in the Bills tab, find the bill you created and select the three-dot icon on the far right side of the bill listing.

8- Select Mark as paid from the drop-down menu. 

9- Select the Vendors tab.

10- Find the Vendor in the Vendor’s list. Select the three-dot icon on the far right side of the vendor listing.

11- Select Edit vendor from the drop-down menu.

12- Under Vendor details, scroll down to the Tax info

13- If it isn't already, make sure the vendor is marked as a 1099 contractor.

  • If you need a W-9 from the vendor, select Request W-9 from vendor. Next, select the Send request button. Once done, select Save.

Requesting W-9 Forms from Vendors

 If you haven't yet added the vendor’s email address,  you may need to enter it and select Send request again.

  • If you already have the W-9 form, you can upload it by marking "Upload vendor W-9" and then selecting the "Upload file" box. Once you've done this, select Save.

Once you have the W-9 file, you can begin syncing with Tax1099.

 

How to sync with Tax1099 through the settings page

Before syncing with Tax1099, make sure that you have requested and received W-9 forms from all of your Vendors. To sync to Tax1099, you will need to have an existing Tax1099 account

* Standard Tax1099 fees apply.

Make sure that all changes and updates to 1099 Contractors and W-9s should be made before syncing with Tax1099. Following the sync with Tax1099, updates are not synced automatically. When you update the sync, any changes made in Melio will override the previously synced data. 

Please complete all details in Melio, collect all relevant W-9 forms, and ensure payment amounts are correct before syncing with Tax1099.

Once all of your W-9s and payment records are up to date in Melio and you have a Tax1099 account, you can proceed with syncing with Tax1099.

1- Select the Settings Icon on the bottom left side of the screen

2- From the Settings Menu, select Tax and reports.

3- Under 1099 e-filing, select the Sync with Tax1099 button.

How to e-file your 1099 forms and sync with Tax1099

4- A pop-up will appear explaining how the sync works. Please pay attention to the info box. 

  • If the info box in the popup states, "For seamless filing, ensure your W-9s and payment records are up to date in Melio before syncing to Tax1099," then select Sync now. 

Seemless e-filing with Tax1099

  • To cancel, select Cancel.

ℹ️ If the info box in the popup mentions that some vendors have pending W-9 forms, you will need to delay syncing until they are received. Please see the following guide to learn more. 

 

ℹ️ If the info box in the popup mentions that some of your vendors' TINs didn’t match IRS records, please see the following guide for more information.

Please note that Go users will need to upgrade their accounts to access this premium feature. To upgrade your account, please see the following guide.

5- Use your Tax1099 credentials to log in to your Tax1099 account.

6-  Your data will now sync with Tax1099. Please note this may take a few moments.

Sync with Tax1099

7-  You can now proceed with e-filing your 1099 forms via the Tax1099 platform.

 

How to sync with Tax1099 through the banner

Before syncing with Tax1099, make sure that you have requested and received W-9 forms from all of your Vendors. You will need an existing Tax1099 account to sync. Fees apply as per Tax1099 pricing policies. 

Once all of your W-9s and payment records are up to date in Melio and you have a Tax1099 account, you can proceed with syncing with Tax1099.

Make sure that all changes and updates to 1099 Contractors and W-9s should be made before syncing with Tax1099. Following the sync with Tax1099, updates are not synced automatically.

When you update the sync, any changes made in Melio will override the previously synced data. Please complete all details in Melio, collect all relevant W-9 forms, and ensure payment amounts are correct before syncing with Tax1099.

1- You will see a 1099 banner at the top of the Pay dashboard.

2- To sync, select Sync with Tax1099.

1099 e-filing with Melio

3- A pop-up will appear explaining how the sync will work. Please pay attention to the info box. 

  • If the info box in the popup states For seamless filing, ensure your W-9s and payment records are up to date in Melio before syncing to Tax1099 then select Sync now. 

  • To cancel, select Cancel.

If the info box in the popup mentions that some vendors have pending W-9 forms, you will need to delay syncing until they are received. Please see the following guide to learn more.

 

If the info box in the popup mentions that some of your vendors' TINs didn’t match IRS records, please see the following guide for more information.

For Boost and Core users, Melio runs a TIN match for all of the W-9 forms for you with no added cost.

Please note that Go users will need to upgrade their accounts to access this premium feature. To upgrade your account, please see the following guide.

5- Use your Tax1099 credentials to log in to your Tax1099 account.

6- Your data will now sync with tax1099. Please note this may take a few moments.

7- You can now proceed with e-filing your 1099 forms via the Tax1099 platform.

 

How to update your synced Tax1099 data 

Make sure that all changes and updates to 1099 Contractors and W-9s should be made before syncing with Tax1099. 

Following the sync with Tax1099, updates are not synced automatically. When you update the sync, any changes made in Melio will override the previously synced data.

Please complete all details in Melio, collect all relevant W-9 forms, and ensure payment amounts are correct before syncing with Tax1099.

Should you need to reconnect to Tax1099 after the initial sync, please follow the steps below:

1- Select the Settings Icon on the bottom left side of the screen

2- From the Settings Menu, select Tax and reports.

3- Under 1099 e-filing, select the Update Tax1099 data button.

4- A pop-up will appear explaining how the sync works. Please pay attention to the info box. 

  • If the info box in the pop-up states, "For seamless filing, ensure your W-9s and payment records are up to date in Melio before syncing to Tax1099," then select Update now. 

If the info box in the popup mentions that some vendors have pending W-9 forms, you will need to delay syncing until they are received. Please see the following guide to learn more.

If you have paid a 1099 vendor less than $600 through Melio but also paid them an additional amount outside of Melio for a combined total of $600 or more, you must still request a W-9 form from them. For more information on handling these vendors, please see the following guide.

 

 If the info box in the popup mentions that some of your vendors' TINs didn’t match IRS records, please see the following guide for more information.

For Boost and Core users, Melio runs a TIN match for all of the W-9 forms for you with no added cost.

Please note that Go users will need to upgrade their accounts to access this premium feature. To upgrade your account, please see the following guide.

5- Use your Tax1099 credentials to log in to your Tax1099 account.

6-  Your updated data will now sync with Tax1099. Please note this may take a few moments.

7-  You can now proceed with e-filing your 1099 forms via the Tax1099 platform.

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