How to Prepare for 1099s, W-2s, and Tax Reporting Season
Monday, December 15, 2025
January comes fast, and so do tax deadlines. For small employers, year-end reporting can feel overwhelming, but a little preparation now can save you time, stress, and costly errors later. Here’s a quick guide to help you stay organized and ready for 1099s, W-2s, and everything in between.
1. Confirm Employee and Contractor Information
- Before filing begins, make sure every record is accurate and complete.
- Verify legal names, addresses, and Social Security or EIN numbers
- Collect updated W-9 forms for contractors
- Double-check that anyone classified as an employee has a current W-4
Even small typos can cause filing rejections or mailing delays, so review now while there’s time to correct them.
💡 How J&S helps: We run an end-of-year vendor and payroll audit for our clients, checking for missing W-9s, incorrect addresses, and duplicate records. It’s a small step that prevents big headaches later.
2. Know Who Gets What
Not sure whether someone gets a 1099 or a W-2? Here’s a quick refresher:
- W-2s go to employees, those whose pay includes tax withholdings.
- 1099-NECs go to independent contractors paid $600 or more during the year.
- 1099-MISC forms cover certain rents, prizes, and other payments not tied to services.
If you’re unsure about a worker’s classification, talk with your accountant before filing; misclassification can lead to penalties.
💡 How J&S helps: We review your vendor and payroll lists side-by-side to ensure each person is categorized correctly, saving you from IRS rejections or fines later.
3. Reconcile Your Payroll and Payments
Compare what’s in your accounting system with what’s been paid through payroll, checks, or apps like PayPal or Venmo. Make sure totals match what you’ll report on each form.
- Reconcile payroll reports
- Check that bonuses and reimbursements are recorded correctly
💡 How J&S helps: Our team reviews your QuickBooks reports and payroll registers to make sure every number lines up; no missing payments, no mismatched totals.
4. Mark Your Filing Deadlines
These dates sneak up fast:
📅 January 31, 2026: Deadline to send W-2s to employees and 1099-NECs to contractors (and file with the IRS).
📅 February 28 (paper) / March 31 (electronic): Deadline to file most other 1099s with the IRS.
💡 How J&S helps: We track every deadline for you and file your 1099s and W-2s on time — accurately and electronically. No more staying up late on January 30th.
5. File Accurately and Keep Copies
Use reliable payroll or accounting software to generate forms, or let your accountant handle the filing for you. Always keep copies of what you send to the IRS and to your workers.
💡 How J&S helps: We file 1099s and W-2s directly through your QuickBooks or preferred platform, save digital copies to your client folder, and confirm receipt for peace of mind.
Final Thoughts
A smooth tax season starts with good records and early prep. Verify details, classify correctly, and get your forms ready before the holidays hit.
At J&S Accounting, we help small business owners simplify year-end reporting by handling 1099s, W-2s, and compliance — so you can focus on running your business, not chasing paperwork.
👉 Ready for a year-end filing check-up? Book your 1099 & W-2 Review with J&S Accounting today and start the new year stress-free.
About J&S Accounting
At J&S Accounting, we provide expert bookkeeping services tailored to the unique needs of small businesses and non-profits. We recognize the challenges that come with maintaining accurate financial records and how vital this is for the smooth operation and growth of your business. As a woman and minority-owned firm, we’re proud to offer our expertise to businesses in Savannah, GA, and across the nation, helping them navigate financial complexities and achieve better financial management.
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Disclaimer:This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business from a professional accountant. Additional information and exceptions may apply. Applicable laws may vary by state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. J&S Accounting does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. J&S Accounting does not warrant that the material contained herein will continue to be accurate, nor that it is completely free of errors when published. Readers and viewers should verify statements before relying on them.
© 2023 J&S Accounting. All Rights Reserved.
Disclaimer
This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business from a professional accountant. Additional information and exceptions may apply. Applicable laws may vary by state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. J&S Accounting does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. J&S Accounting does not warrant that the material contained herein will continue to be accurate, nor that it is completely free of errors when published. Readers and viewers should verify statements before relying on them.