Adding and Editing Contractors in Patriot Software

Background

A 1099 Contractor is an individual that you pay for providing their services to you, and they will be issued a Form 1099 at the end of the year. You should give this person a Form W-9 to complete with their individual Taxpayer Identification Number or Social Security Number.  For more details, see our blog article What is Form W-9?   

A contractor is different than an employee.  For more details comparing the two, see our blog article Independent Contractor vs. Employee Classification.

If you have Patriot’s Accounting software, you can also manage your contractors as vendors and pay them as a payable.  See Adding and Editing Vendors.

If you have a large number of contractors to add to the software, you can add them through a bulk import. Please read our help article, Importing 1099 Contractors in Payroll, for more information.

How to Add a Contractor in Patriot Software

Go to Payroll > 1099 Contractors > Add Contractor.

• Enter the 1099 contractor contact information in the top section.
• The “Create 1099 at Year End?” box will remain checked so that you can issue a 1099.  This is required in order to include contractors in payroll.
• Enter the Contractor’s legal name in the W-9 section, if different from the Contractor Name.
• Select the 1099 Type from the dropdown list.  This determines which box on Form 1099 that the money will be reported.  If you’re not sure, see the IRS Instructions for Form 1099-MISC.  This is required in order to pay this contractor in payroll.
• Select the type of business from the dropdown list, as indicated on the W-9.
• Enter the Contractor’s Federal Employer Identification Number or Social Security Number, whichever they reported on the W-9.  This is required in order to pay this contractor in payroll.
• If you also have Patriot’s Accounting software, you can set an optional Default Expense Account for this contractor.  This expense account will be prefilled each time you pay the contractor.
• Click Save.

You can now view the contractor record. You will see links across the top of each  contractor record: Contractor Info, Payments, Attachments, and 1099 Reports. 

“Contractor Info” shows the  contractor’s contact information.

“Payments” shows the  Contractor Payment History Report, just for this contractor.

“Attachments” shows a list of files you have attached to this  contractor’s record, such as receipts or invoices from the  contractor. For more info, see Adding Attachments to Contractors.

“Bank Account” will appear if you have direct deposit.  This is where you will enter the contractor’s bank account information.  For more details, see Adding Contractor Direct Deposit Info in Patriot Software.

“1099 Reports” shows the 1099 Summary Report just for this contractor.  This is a preview of the dollar amounts that will appear when you create the Form 1099 for this contractor.

To edit a contractor:

• Payroll > 1099 Contractors > Contractor List 
• Click the Contractor name.  You are now on the “Contractor Info” page.
• Click Edit. You can now make changes in the fields.
• Click Save.

To inactivate a contractor:

• Payroll > 1099 Contractors > Contractor List 
• Click the Contractor name.  You are now on the “Contractor Info” page.
• Click Edit in the top right corner of the page.
• Uncheck the “Active?” box.
• Click Save.

To delete a new contractor:

• Payroll > 1099 Contractors > Contractor List 

• Click the trashcan icon in the row of the contractor if you have never paid this contractor. Once you have paid a contractor, the Delete icon will not be visible.

• Click either Yes or No to confirm.

To export contractors:

• Payroll> 1099 Contractors > Contractor List.
• Click the Download Spreadsheet link to get a CSV of the contractors displayed on your screen.