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Importing Your Tax Forms Into Payable

Last Updated:
December 27, 2017

Payable makes it easy to import your data in multiple ways to produce the most accurate filings. Forms 1099-MISC and 1099-K can be imported directly for your review, e-filing, and delivery directly from the Taxes page in Payable:

Import from CSV

1099 Tax Form Imports CSVs

Here you can find sample CSV files with all the supported headers for 1099-MISC and 1099-K forms:

Payable 1099-MISC Form Sample CSV
Payable 1099-K Form Sample CSV

For details about the headers included on these sample files review Setting Up A 1099-MISC & 1099-K Full Form Import. 

Before Importing Your Tax Forms

Make sure to complete your Tax Forms Setup for a particular year from the Taxes page. You will be providing the bulk of the necessary Filer information such as your company name, EIN, address and phone number.  Once this is done, the "Import From CSV" button will be enabled at the bottom of the Taxes page.  It is important to note that the Tax Year selected in the drop-down applies to the import, so be sure to be in the correct Tax Year.

Recipient information can be provided through the Team Import, the API, or entered manually in the App. Optionally, recipient information can be provided as part of a “Full” tax form import if you haven’t already created team members through other means. After new recipients are created, you will be given the opportunity to invite them to Payable. Recipients will have the ability to fill in any missing legal information (address, SSN, legal name) and opt into e-delivery of their forms.

Finally, Box data (the amounts you report as earnings) is provided by your Tax Form import data. This requires you to ensure that all transaction amounts are properly summed and allocated in the appropriate boxes.

Important Guidelines About Imports

  1. Make sure to use the exact field names as columns in your import file.
  2. Leverage a spreadsheet application to ensure all your data is lining up, then export to CSV.
  3. Your data will always be validated before being committed - it’s ok if you don’t get everything right the first time.
  4. If you are getting errors during validation Payable tries to give you the line number and column where Payable found the problem - see the detailed documentation about each field to determine why your inputs were rejected.
  5. Unless you specify Identifiers for Recipients and/or Tax Forms, the import processing will assume you are creating recipients and tax forms. If your intent is to reference or update existing recipients and Tax Forms, ensure you have the correct identifiers in place.
  6. Make sure you are selecting the Form Type for the data you are going to provide.  If you are not sure what Form you need to use, consult with your Accountant or Tax Advisor or even better invite your accountant to Payable.
  7. To update filed forms, you need to go through the corrections action. More information on that process below.

Why would you import your tax data?

CSV imports are available for customers who execute their payments on other platforms, or have to catch up on payments made before joining Payable or Stripe, or make any other Tax Forms updates. In this section, we’ll go over four different scenarios:

  1. Importing New Tax Forms for New Recipients
  2. Importing New Tax Forms for Existing Recipients
  3. Updating Existing Tax Forms (Unfiled Forms)
  4. Correcting Existing Tax Forms (E-filed Forms)

1. Importing New Tax Forms For New Recipients

If you do not have recipients in Payable, you can create them along with their Box information in the same import file.  The fields are identical to those supported in the Team import. Let’s look at a minimalist example to illustrate this:

A company has 5 vendors that are not in Payable, and each will be receiving a 1099-MISC with Box 7 values.  The minimum information required to create a recipient in Payable is their name, and we highly recommend an email so you can invite them to complete their legal information and select form delivery preference. To create an import file for this scenario, our import would look like this:

Import Example

This file would be interpreted as creating 5 recipients in Payable, and creating 5 1099-MISC forms with Box 7 values for each one. Optionally, you can provide your own ID for these recipients if you have a unique one in your own system. This can be useful for referencing the recipient in Payable for other purposes, such as updating their information through the Team import, or creating work entries in the Work import. Simply add the External Worker Id column to achieve this:

Import Example

This file would be interpreted as creating 5 recipients and associating them with IDs provided, and creating 1099 MISC forms with Box 7 values for each one.

A more complete set of data can also be provided. The following fields are supported:

Minimal data to create a recipient

  • Display Name OR First Name & Last Name
  • Email (Optional)

Legal information (All columns required if one is present)

  • Business Name (if not an individual)
  • Business Type (Individual, Sole Proprietorship, LLC - Single Member, LLC - C Corp Tax Class, LLC - S Corp Tax Class, LLC - Partnership Tax Class, C Corporation, S Corporation, Partnership, Non-Profit)
  • SSN
  • EIN

Address fields (All columns required if one is present)

  • Address Line 1
  • Address Line 2
  • City
  • State
  • Zip
  • Country

More details on the requirements for each of these fields can be reviewed here.  Let’s continue looking at the different import scenarios, so you can find which one is applicable to you.

2. Importing New Tax Forms For Existing Recipients

If you already have recipients in Payable, you can can import their 1099 Tax Form box-data by referencing the recipients by their ID, and just providing relevant Box information.  

This process supports 3 types of ID references:

  1. Payable Worker Id
  2. External Worker Id
  3. Stripe Id

Let’s look at an example of how this could work:

A company has 5 vendors already in Payable, and each will be receiving a 1099-MISC with Box 7 values. To create an import file for this scenario, one could simply use one of the 3 IDs as a column, and the box column. Our import would look like this:

Import Example

How does this work?  We look up the recipient by the ID and pull in all their existing information, then create the 1099-MISC form with the appropriate box amounts.

3. Updating Existing Tax Forms (Unfiled Forms)

Sometimes it is necessary to update Tax Forms.  For example, the Box amounts may have to be adjusted because of some accounting change, or the wrong Box was selected for the previous import and needs to change, or because of duplicates.

The first step is to export your existing forms - this export file has the data as it is currently, including a very important identifier: Payable Tax Form Id.  This is the key identifier we need to find the form you want to modify. The option "Export to CSV" is available at the bottom right side of the "Taxes" page.

The export contains a lot more information than you will need to perform an update - so you can remove most of the columns if they are not relevant to the update. 

After reviewing your export file and identifying duplicates, you may assign the value $0 to those duplicate 1099 forms. This way when importing 1099 updates those forms with value $0 will be moved to the 'May Not Be Required' bucket. Make sure to complete any other necessary edits to the 1099s that you will be e-filing for your recipients. 

For example, if I just need to update the Box 7 values for all or a subset of the 1099-MISC forms, I could keep the Payable Worker ID (to reference the recipient), the Payable Tax Form ID (to reference the form) and the Box 7 - Nonemployee Compensation field, since that is what I am going to adjust. Our import would look like this:

Import Example

This file would be interpreted as indicating that you wanted to update the form with the Payable Tax Form ID for the recipient with the Payable Worker ID, with the Box 7 amounts provided.

4. Correcting Existing Tax Forms (E-filed Forms)

Filed forms that need adjustments must be handled through a correction process. This ensures that both recipients and the IRS are given the updated forms. Correcting forms in the UI one at a time is easy if you have just a few corrections to make, however when you have a large number of forms to correct, it may be easier to handle through the import process.

The first step is to export the filed forms you want to correct, export your forms to CSV, then work with the ones that need adjustments in your spreadsheet of choice. Corrections can be made to box values as well as the recipient data such as address, name, SSN etc.. Ensure that you are providing the Payable Worker Id and the Payable Tax Form Id (supplied from the export data) in each row. If you want to "zero out" particular box values, be sure to include those columns. Including a column implies that you intend for it to be updated, otherwise the original values will remain in place.

Once you have everything corrected, you can now import the forms again, but this time select Corrections in the Import Action choice. When successful, this process will set the current forms into a state of "Correction Pending", and create new forms that will correct them.

It is important to note that you're not done yet - after the corrections are created, there's still the matter of e-filing and delivering them. Ensure that the data is corrected properly, that you have resolved the validation warnings, and then e-file and deliver the forms. The recipients will get their corrected copies, and the IRS will get updated copies as well.

What's next? 

See the next part of the process for:

- Setting Up A 1099-MISC & 1099-K Full Form Import 

- Importing Your Tax Forms CSV File into Payable

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