1099 Management for Carriers

Business Objective

• Give AP teams a single, reliable way to flag carriers that require year-end 1099 reporting and to capture the supporting tax information in the TMS rather than a separate spreadsheet.
• Make 1099 eligibility visible at the carrier-profile level so anyone approving bills or paying vendors can see the requirement without leaving the AP workflow.
• Support tax-season preparation through the Custom Report builder, so brokers can generate 1099-ready data directly from the TMS and hand it off to their accountant or 1099 filing service.
• Reduce the risk of missed filings by centralizing the 1099 Required flag, the Tax ID, and the W-9 document on every broker carrier record.

User Guide

Flagging a carrier as 1099-required

Open the carrier’s broker carrier profile (Carriers > select a carrier) and update:

• 1099 Required. The flag that identifies the carrier as subject to year-end 1099 reporting. When enabled, the carrier is included in 1099 custom reports.
• Tax ID. The carrier’s Tax Identification Number (EIN or SSN) as reported on their W-9.

Storing the W-9

Upload the carrier’s signed W-9 as a document on the carrier profile using the W9 attachment type. Keeping the document on the profile ensures it is available during audits and when preparing filings.

Generating a 1099 report

At year-end, use the Custom Report builder (Carrier Type) to export the list of carriers that need 1099s:

1. Create a new Custom Report of type Carrier.
2. Add the following columns:
   • LSP Carrier ID
   • Name
   • SCAC
   • Motor Carrier Number
   • DOT Number
   • 1099 Required
   • Last Shipment Date
3. Filter on 1099 Required = True.
4. Filter Last Shipment Date = Year to Date (or the calendar year you are filing).
5. Export to Excel.

The resulting file lists every carrier flagged for 1099 reporting with activity in the selected year, which can be reconciled against Bill Payment History or the GL Report to confirm total payments for the year.

When to review the flag

• On carrier onboarding, once the W-9 has been received.
• When the carrier’s legal entity or tax status changes.
• Before year-end filing, to catch carriers added partway through the year who may not yet have the flag set.

Technical Information

• The 1099 Required flag lives on the broker carrier record and is specific to the payer-carrier relationship rather than the carrier master. Each LSP maintains its own 1099 list.
• The Tax ID is stored as a string on the broker carrier record. The TMS does not validate the format or uniqueness of the Tax ID.
• The W-9 document is an attachment on the carrier profile with a dedicated W9 attachment type so it can be filtered and retrieved separately from other carrier documents.
• There is no in-product generation of the 1099 form itself; the TMS provides the data needed to file, which is then submitted through the broker’s 1099 filing partner or accounting system.

Troubleshooting checklist when 1099 data looks incomplete:

• Confirm the 1099 Required flag is set on the correct broker carrier record (a carrier can appear for more than one LSP or organization).
• Confirm a Tax ID is populated on every flagged carrier. Carriers with a blank Tax ID still appear on the report, which is often the sign that a W-9 is missing.
• Verify the W-9 attachment is uploaded as the W9 attachment type, not a generic document; workflow automations that check for the W-9 look specifically for that type.
• Compare the Custom Report totals to the Bill Payment History and GL Report for the same period to confirm total payments per carrier for 1099 box amounts.