Process:1099s

Process: 1099s

Consultant 1099s

As of Q1 2025, all US-based contractor payments are processed through Ramp and synced into QuickBooks Online. Our external tax accountant, Graphite, prepares and files 1099s for these contractors.

How We Handle 1099s Each Year (Step-by-Step)

1. We track all contractor payments in Ramp:

   All payments to US-based contractors are made through Ramp (Cards, Reimbursements, Bills).

   These payments sync automatically into QuickBooks Online, and we rely on these totals for 1099 preparation.

2. We coordinate with our external tax accountant (Graphite)

   Graphite manages the preparation and filing of 1099s.

   In late December or early January, they send us an email with:

   • Timeline and deadlines
   • Instructions for preparing contractor data
   • A spreadsheet for us to complete

   They usually prepare and file the 1099s 2-3 weeks before the January 31st deadline.

3. We export contractor payment totals

   We pull the annual payment totals from:

   • Ramp

     • Cards
     • Reimbursements
     • Bills

   • Or QuickBooks Online:

     • Vendor Reports

   We use whichever export gives us the cleanest totals for each contractor.

4. We gather all required contractor information

   Graphite’s spreadsheet includes fields for:

   • Vendor name
   • Payer’s legal name
   • Payer’s federal ID number
   • Total amount paid
   • Address
   • Email
   • W-9 form

   We fill in this spreadsheet using data from Ramp and QBO.

5. We collect or verify W-9s

   We download existing W-9s from:

   • Ramp → Vendors → Select Vendor → Documents

   If a contractor doesn’t have a W-9 on file:

   • We reach out to the contractor to request one
   • Once received, we upload it into their Ramp vendor profile

6. We submit everything to Graphite

   We send the completed spreadsheet and all W-9s to Graphite via Docsend.

   Graphite then:

   • Files all 1099s
   • Sends filing confirmations to the contractors
   • Sends final confirmation back to us