W-9 Status Badges #
Debits uses color-coded badges to help you quickly identify the status of each vendor’s W-9 and 1099 information. This reference guide explains what each badge means and what action (if any) you should take.
These badges indicate whether you have the vendor’s W-9 tax information on file.
Needs W-9 (Red) #
What it means: No W-9 information is on file for this vendor.
Action needed: Request a W-9 from the vendor before you can file a 1099.
W-9 Requested (Yellow) #
What it means: A W-9 request has been sent to the vendor and is awaiting their response.
Action needed: Wait for the vendor to complete the form. Consider following up if no response within 2 weeks.
W-9 Valid (Green) #
What it means: A valid W-9 is on file with complete tax information.
Action needed: None. The vendor is ready for 1099 filing.
1099 Filing Status Badges #
These badges show where the vendor is in the 1099 filing process.
Ready (Green) #
What it means: The vendor has all required information and is ready to be included in a 1099 filing.
Action needed: Include in your 1099 export when ready to file.
Filed (Blue) #
What it means: The 1099 for this vendor has been submitted to the IRS.
Action needed: None. Filing is complete for this vendor.
Excluded (Gray) #
What it means: This vendor has been excluded from 1099 filing.
Common reasons: Vendor is a corporation (generally exempt), payments are under $600, or payments are for exempt purposes.
Action needed: None, unless the exclusion was made in error.
Special Status Badges #
Foreign (Purple) #
What it means: This vendor is a foreign person or entity (non-U.S.).
Action needed: Request a W-8BEN form instead of a W-9. Foreign vendors are not included in standard 1099 filing.
1099 Vendor (Orange) #
What it means: This vendor is marked as a 1099 contractor/vendor in QuickBooks.
Action needed: Ensure W-9 is on file and information is complete before filing season.
Filing Season Checklist #
- Request W-9s from all vendors showing Needs W-9
- Follow up on W-9 Requested vendors
- Review and exclude non-qualifying vendors
- Verify all Ready vendors have correct information
- Export and file 1099s
- Mark vendors as Filed after submission
Tip: Use the status filter in the vendor table to quickly find all vendors with a specific status. For example, filter by Needs W-9 to see all vendors requiring W-9 requests.
