Contractor Year-End Tax & 1099 Prep Kit - 1099 Tracker, W-9 Letters, Expense & Mileage Workbook

January's W-9 chase starts now. This contractor year-end kit tracks every sub payment, flags who is likely to need a 1099-NEC under the new $2,000 threshold, and turns a shoebox of receipts into a one-page summary for your tax pro.

WHAT'S INCLUDED (8 FILES)

• Year-End Tax & 1099 Workbook (.xlsx) - works in Excel and Google Sheets, 8 tabs:

- Quick Start - set your business name and tax year

- Sub Payments - 1099 and W-9 tracker for up to 50 subs and service vendors: entity type, TIN last 4, W-9 on file + date, total paid, card/app payments set aside, 1099-NEC reportable total and an automatic status flag

- Sub Payment Log - 500 rows: date, payee dropdown, job, check #, method, amount and a running total per sub that flags the payment that crosses the threshold

- Expense Log - 1,000 rows with 26 contractor categories (materials, small tools, equipment rental, dump fees, permits, fuel, truck repairs, insurance, workers' comp, licenses, phone, advertising, software and more), receipt check

- Expenses by Month - automatic monthly and year totals by category, plus subcontractors

- Mileage - monthly business miles for 2 vehicles, odometer readings, business-use % and an estimated mileage amount

- Big Purchases - tools, trucks, trailers and equipment with date bought, date placed in service, cost, financing, trade-ins, business-use % and notes for your tax pro

- Year Summary - one printable page: income, costs, 1099 count, missing W-9s, miles and big purchases

• CPA Handoff Checklist (fillable PDF + Word)

• Year-End Checklist, November to January, with key dates (fillable PDF + Word)

• W-9 Request Letter + W-9 Reminder Letter with follow-up log (fillable PDF + Word)

• Quick-Start Guide (PDF)

THE 1099 TRACKER

• Threshold is an editable cell, pre-set to $2,000 - the federal 1099-NEC amount for payments made in 2026 (it was $600 for 2025 and earlier)

• Optional state amount, since some states still use $600

• Flags: 1099-NEC LIKELY, near threshold, over your state amount, corporation (usually exempt - confirm) and REQUEST W-9

• Card and payment-app payments are kept out of the 1099 total by default (the processor reports those on Form 1099-K), with a per-row override

FEATURES

• Working formulas, no macros, no sample data to delete

• Yellow = type here, grey = calculated. Sheets are protected with no password so you can customize

• 2026 IRS business mileage rates pre-filled (72.5 cents Jan-Jun, 76 cents Jul-Dec) and editable for future years

• Print-ready: every tab fits US Letter, one page wide

• Only asks for the last 4 digits of a TIN

WHO IT'S FOR

General contractors, remodelers, handymen and trade contractors who pay subs or helpers and want a clean, organized year end without buying accounting software.

IMPORTANT - PLEASE READ

This is an organizing and recordkeeping tool, not tax, legal or accounting advice. It does not file anything for you. Thresholds, rates and deadlines are based on IRS guidance as of October 2026 and can change, and state rules vary. Always check with your tax pro (CPA, enrolled agent or tax preparer) before you file.

INSTANT DOWNLOAD

You'll get one ZIP file right after purchase with the Excel workbook, PDFs and Word files. This is a digital download; no physical item will be shipped.

Designed with AI assistance

Pair it with the Subcontractor Onboarding & Insurance Tracker Kit to collect W-9s and COIs before the first payment.