Free 1099 Subcontractor Tracker

What's in the 1099 Subcontractor Tracker?

Every field you need to stay organized for 1099-NEC filing.

The tracker includes the following columns for each subcontractor:

• Contractor Name -- the individual or business you are paying.
• EIN/SSN -- tax identification number from their W-9.
• Business Name -- the legal entity name if different from the individual.
• Address -- full mailing address for 1099-NEC filing (city, state, ZIP).
• Payment Date -- when each payment was made.
• Amount -- dollar amount of each payment.
• Running Total -- cumulative payments to date for each subcontractor.
• Hours Worked -- total hours for each payment period.
• Job/Project -- which project the work was performed on.
• W-9 on File (Y/N) -- whether you have collected their W-9 form.
• 1099 Filed (Y/N) -- year-end filing status tracker.

The running total column automatically flags subcontractors who cross the $600 threshold, so you know exactly who needs a 1099-NEC. Read our complete 1099 prep guide for filing deadlines and common mistakes.

How to Stay Organized Year-Round

Four habits that eliminate the January scramble.

1. Record every payment the same day -- enter the date, amount, and job as soon as you cut the check or send the transfer. Five seconds now saves five hours in January.
2. Request a W-9 before the first payment -- make it a policy. No W-9, no payment. This avoids chasing subcontractors for tax IDs at year-end.
3. Quarterly check running totals -- filter by the $600 threshold each quarter. If a sub is trending toward the limit, make sure their information is complete.
4. Year-end: filter by $600+ threshold -- sort the spreadsheet by running total. Anyone at or above $600 gets a 1099-NEC. File by January 31st.

The Cost of Disorganized 1099 Tracking

Missing deadlines costs real money.

The IRS charges $60 per form for 1099s filed within 30 days of the deadline, $120 per form for up to August 1st, and $310 per form after that. For a contractor with 15 subs, late filing can cost $1,800 to $4,650 in penalties alone.

Beyond penalties, missing contractor information at tax time means hours on the phone tracking down addresses and EINs. The spreadsheet prevents this by collecting everything upfront -- but only if you use it consistently.

For contractors who want automatic tracking without the spreadsheet discipline, FieldTimesheet separates W-2 and 1099 workers from day one and tracks every payment automatically. Try it free for 14 days -- no credit card required.