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Understanding Your W-9 & 1099: What to Expect as a Provider

We know tax reporting—especially around W-9s and 1099s—can feel confusing, particularly when you hear different things from other providers.

This guide is here to simplify it. Whether you’re updating your information, wondering if you’ll receive a 1099, or trying to understand how your business structure plays a role, we’ll walk you through it clearly.

Let’s start simple—what is a W-9, and why does it matter?

Your W-9 is how we understand who you are from a tax perspective.

It tells us:

  • Your legal or business name
  • Your tax ID (SSN or EIN)
  • How your business is structured

We use this information to:

  • Issue payments correctly
  • Determine whether a 1099 is required
  • Ensure accurate reporting to the IRS

Helpful tip:
You only need to submit a W-9 once, unless something changes.

If you’ve updated your:

  • Business name
  • Address
  • Tax ID
  • Or business/entity type (for example, becoming an S-Corp)

→ You’ll need to submit a new one.

Do I need to update my W-9 every year?

Even if nothing has changed, we ask all providers to confirm or update their W-9 information annually.

This helps ensure:

  • Accurate year-end reporting
  • Fewer delays or corrections
  • Alignment across all provider records

👉 Please use this form for all annual confirmations and updates: https://docs.google.com/forms/d/e/1FAIpQLScD3SCraCyzbTeWJ7iWpGorhI9MhNARkwCfe9xrdqOsGjs0sg/viewform

So… what exactly is a 1099?

A 1099-NEC is a tax form used to report income paid to independent providers (not employees).

It’s a record sent to both you and the IRS showing how much you were paid over the year—but only in certain situations.

Will I receive a 1099?

This is the most common question—and the answer depends on a few key things.

Let’s walk through it together:

First—how is your business set up?

If you are:

  • An individual / sole proprietor
  • A single-member LLC (not taxed as an S-Corp)
  • A partnership / multi-member LLC

→ You’re likely eligible to receive a 1099

If you are:

  • An S-Corporation
  • A C-Corporation

→ You will typically not receive a 1099

Next—did you earn at least $600 this year?

  • If yes → you may receive a 1099
  • If no → a 1099 is not required

And finally—was your W-9 accurate and submitted on time?

This is one of the most important (and most overlooked) factors.

If your W-9:

  • Was missing
  • Was outdated
  • Or was submitted after the January 31 filing deadline

→ Your 1099 may have been issued based on incomplete or prior information

When and how are 1099s sent?

If you’re eligible to receive one:

  • It will be sent by January 31st each year
  • Delivered via email from Track1099
  • Sent to the email address you’ve provided

You’ll receive a secure link to download your form.

Why did I get a 1099, but someone else didn’t?

You may hear different experiences from other providers—and that can feel frustrating.

The reason is simple: 1099s are issued based on the information available at the time of filing, and each provider’s situation can differ.

Here are the most common reasons:

Your W-9 was submitted after the deadline

If your updated information wasn’t received before January 31:

  • Your 1099 may have been issued using older details

Your business type wasn’t clearly confirmed

If your entity type wasn’t specified or updated:

  • We may default to treating you as an individual, which requires issuing a 1099

This ensures compliance when classification is unclear.

Different providers submitted different information

Even providers with the same structure (like S-Corps) can have different outcomes if:

  • One submitted a W-9 on time
  • Another submitted late or not at all

If I’m an S-Corp, what should I expect?

If your business is set up as an S-Corporation:

  • You will typically not receive a 1099
  • Your income is reported through your business tax filings instead

In some cases, you may still receive a 1099 if:

  • Your W-9 was missing or outdated
  • Your classification was not confirmed at the time of filing

Even then:

  • 1099s are generally not used by the IRS to track corporate income in the same way they are for individuals

What do we recommend for S-Corp providers?

While we can’t provide tax advice, a commonly recommended approach (in coordination with your CPA) is:

  • Pay yourself a W-2 salary from your S-Corp
  • Take additional income as owner distributions

This structure:

  • Aligns with IRS expectations
  • Keeps your reporting clean
  • Reduces confusion around 1099s

What’s the difference between a 1099-NEC and a 1099-K?

You may receive more than one type of tax form depending on how your payments are processed.

1099-NEC (from us)

  • Reports payments made directly to you
  • Based on your W-9 and business structure
  • Delivered via Track1099

1099-K (from payment processors like Square)

  • Reports card payments processed through platforms
  • Issued by payment processors—not by us
  • Typically issued when $600+ in payments are processed

You may receive both—and that’s normal

If you do:

  • Your income may be reported across multiple forms
  • Your accountant will reconcile everything when filing

If you are looking for a 1099-K, you will need to request it directly from your payment processor.

Why don’t we just send 1099s to everyone?

It’s a fair question—and one we’ve explored.

While it may seem simpler, it creates more confusion in practice:

  • Corporations are not required to receive 1099s
  • They are expected to maintain their own financial records
  • Sending unnecessary 1099s can:
    • Create inconsistencies in tax filings
    • Lead to duplicate reporting confusion
    • Add unnecessary administrative complexity

Our goal is to follow accurate, compliant reporting standards—not blanket processes.

What should I do if something doesn’t look right?

Because every provider’s situation is unique, sometimes a quick review is the best next step.

If you:

  • Expected a 1099 and didn’t receive one
  • Received one but weren’t expecting it
  • Are unsure about your business classification

→ Please reach out directly to:

Lydia | Finance Team -  finance@portraitspa.com

She can:

  • Review your account in detail
  • Confirm your classification and filing status
  • Provide a clear, personalized explanation

Helpful tips to avoid issues

A few small steps can make a big difference:

  • Keep your W-9 updated at all times
  • Submit updates before year-end whenever possible
  • Confirm your business classification (not just your business name)
  • Use a consistent email for 1099 delivery

The bottom line

Most confusion around 1099s comes down to two things:

Timing and business structure

Once those are clear and up to date, everything else tends to fall into place.