Year-end 1099 worksheet

If you manage property for owners or pay vendors, US tax law expects 1099 forms in January: 1099-MISC to each owner whose rent you collected, and 1099-NEC to each vendor you paid for services, once the year’s total reaches the IRS reporting threshold. Habitia gives you the totals ready to hand to your accountant.

Open Reports → Financial and scroll to Year-end 1099 worksheet. Pick the year.

What the numbers are

Owners (1099-MISC) — the gross rent and fees collected on each owner’s behalf during the calendar year, before your management fee. Gross is what the IRS expects a property manager to report, and it matches the “Rent share” lines on owner statements.
Vendors (1099-NEC) — every settled expense payment recorded against the vendor that year: work-order costs and standalone expenses alike. Payments still processing don’t count.

The threshold is yours to enter

The IRS sets the dollar amount at or above which a payee needs a 1099, and it changes it (it moved for 2026 payments and is indexed after that). Habitia does not carry that figure. You (or your accountant) enter it once per tax year under Settings → Organization → Year-end tax reporting → Reporting thresholds by tax year, in the US mainland column. The worksheet then shows a ≥ amount column and flags the rows at or above it; rows below it are shown anyway — nice to have when a December payment tips someone over. A year with no entry uses the latest earlier year you entered, so you only type a new number when the rule moves.

If no threshold has been entered for the year, the worksheet says so, lists every payee and flags none, and Print forms prints a copy for every payee listed. Nothing is hidden; the judgment is left to your accountant.

Note: This report is for US-mainland organizations, and for Puerto Rico organizations with payees on the mainland. Puerto Rico payees are reported to Hacienda instead — see the Hacienda year-end worksheet. Set your jurisdiction under Settings → Organization → Year-end tax reporting.

What is not on this sheet

Only payments recorded in Habitia. Your own business expenses paid outside the platform (your Habitia subscription, your accountant, software, office costs) are not here unless you logged them as expenses; record them on the Payments page with no property attached if you want them in your books. Habitia also does not decide whether a payee is exempt (a corporation, for instance) or whether backup withholding applied; it lists every payee with the amount paid, and your accountant applies the rules for the year.

The coverage check

A box at the top says what would otherwise escape the worksheet: settled expense payments with no vendor on the row, and vendor records that look like one payee entered twice (same Tax ID or same name) so one person’s total is split. Fix the payment’s vendor, or merge the records on the Vendors page, before filing.

Missing Tax IDs

A 1099 needs the recipient’s taxpayer ID. The report shows Missing in amber when an owner or vendor record has no Tax ID on file — fix it on the owner’s record (Owners page) or the vendor’s record (Vendors → edit → Tax ID). Best practice is collecting a W-9 when you onboard them, not in January.

Exporting

CSV per table — imports straight into whatever your accountant files with.
PDF — one document with both tables, via the PDF button next to the year picker.
Print forms — generates the actual 1099 forms as printable recipient and payer copies (Copy B + Copy C), one page per owner or vendor at or above the threshold you entered for the year (every payee when none is entered), with your organization’s name, address, and EIN as the payer. Fill in missing Tax IDs first, and make sure your own EIN is set in Settings → Organization Info → Tax ID.

When the owner pays the vendor directly

Expenses recorded with Paid by = the property owner (Payments page) are the owner’s payments, not yours: they post nothing to your books, don’t reduce the owner’s balance, and are left out of your 1099-NEC totals. They appear instead, alongside the management fees each owner paid you, in the Owner-side 1099-NEC section further down the Reports page, the sheet you hand each owner’s accountant. Those forms are the owner’s to file.

How the real forms get filed

Recipient copies (Copy B) go to each owner and vendor by January 31. The IRS allows substitute forms here, which is exactly what Print forms produces.
Copy A goes to the IRS. Three routes: the IRS’s free IRIS portal, an e-file service such as Tax1099 or Track1099 (which can also mail the recipient copies), or paper on the official red-ink stock — legal only if you file fewer than ten information returns in total. The 1099-NEC is due January 31; the 1099-MISC later (end of February on paper, end of March electronically).
State copies, where a state requires them, ride along through the combined federal/state program the e-file services handle.

Take this worksheet’s CSV (or the totals) to whichever route you use; Habitia does not submit anything to the IRS.

What Habitia does NOT do

It doesn’t produce Copy A — the copy that goes to the IRS. On paper that must be the official red-ink scannable form (a laser-printed lookalike can draw penalties), and 10+ returns must be e-filed anyway. Give the totals to your accountant or a filing service for that step.
It doesn’t e-file.
It doesn’t carry tax figures. The reporting threshold is a number you enter per year; exemptions and backup-withholding rules are not in the software, so a change in the rules never waits for a software update.
It isn’t tax advice. Which payments are reportable (and to whom — corporations are often exempt) is your accountant’s call.

Note: If you enabled owner-balance tracking partway through the year, the report warns you — owner totals before that date aren’t included. Cross-check with Owner statements for the full year.