Vendor information collection and reminder prep for 1099 review
A vendor list from payment records shows who has a W-9 on file, with request drafts and a review list for the professional.
Admin and operations help for small CPA, tax and bookkeeping firms. SI chases, organizes and drafts; professionals review, sign and decide. No tax advice, no filings, and client data stays protected under your firm's security plan.
Worth knowing: Administrative support only: SI does not give tax or accounting advice, prepare or sign returns or reports, file anything, or calculate legal deadlines. A qualified professional reviews, signs and approves all work product and every date SI tracks. Client information is used only in tools the firm has vetted, under its written security plan and with any client consent or agreements the rules require. SI never decides whether a payment is reportable, applies a threshold, or files a form; thresholds and rules change, so the firm checks current IRS guidance; W-9 data is handled only in the firm's vetted tools. Tax return information has special disclosure and use rules for preparers; check with your professional advisor before using any outside tool.
The problem
Collecting W-9s and sorting who needs a reporting form is a last-minute scramble each year.
What SI does
SI builds a vendor list from the client's payment records, marks who has a W-9 on file, drafts polite requests for missing forms from the firm's template, and prepares a vendors-to-review-for-reporting list for the professional.
Examples
The same job looks different in different businesses. These are illustrations, not client results.
- Bookkeeping firm with recurring clients
Vendors from payment records are listed with whether a W-9 is on file. Request drafts wait for the professional.
- Small tax-preparation office
A vendors-to-review list is prepared. SI does not apply a threshold or decide who is reportable.
- Two-partner accounting firm
W-9 data stays in the firm's vetted tools. The professional checks current IRS guidance.
What it takes to set up
GemmiSI sets this up on your own equipment and accounts; your data stays with you. Before connecting anything that holds client information, the firm checks the tool against its written information security plan, confirms the agreements and any client consent required for tax return information, sets access controls and multi-factor authentication, and limits SI to the minimum necessary. Start with sample or made-up information. Use payment records and W-9 status the firm already keeps, inside tools it has vetted. The professional decides who is reportable. Setup is often a few days.
What a human still checks
- The CPA, EA or preparer reviews and approves before anything goes to a client, agency or third party.
- SI never sends, files, e-signs or posts on its own.
- Unusual items go to a "needs professional review" queue.
- The firm decides what client data SI may see, and testing starts with sample or made-up information.
- The professional decides who is reportable, checks current IRS thresholds and rules, prepares and files the forms, and handles TIN matching.
Try it yourself
Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.
From these payment records [paste], build a vendor list, mark who has a W-9 on file, draft polite requests for missing forms from this template [paste], and prepare a vendors-to-review-for-reporting list. Do not calculate or confirm any due date, threshold or tax; list only what I give you for a professional to verify. Do not decide whether a payment is reportable or file a form. Thresholds and rules change, so the firm checks current IRS guidance. Handle W-9 data only in the sample I provide. Do not calculate or confirm any due date, threshold or tax; list only what I give you for a professional to verify. Tax return information has special disclosure and use rules for preparers; check with your professional advisor before using any outside tool. Pause and show me before sending, filing, posting or changing anything. Use only the sample or made-up information I provide; do not include real client names, SSNs, account numbers or tax details.
Next step
Want this built? Book a free 30-minute consult
Bring one real example, such as an export, an inbox, or a spreadsheet. We will map the steps and decide what SI drafts and what you approve.