Ramp Bill Pay users now have the ability to manage their vendor tax information within Ramp, making year-end 1099 processing even easier.
AP Clerks and Admins will have everything they need, including Vendors’ Spend and Tax information, in one easy export from Ramp’s Bill Vendor page. Additionally, users looking to import tax information for multiple vendors at once can bulk upload vendor W9 information.
Jump to:
- Entering / Editing Individual Vendor Tax Information
- Viewing Vendor Tax Information
- Exporting Vendor Tax Information
- Export Vendor W9s
- Bulk Upload Vendor Tax Information
Entering / Editing / Requesting Individual Vendor Tax Information
As an AP Clerk or Admin, navigate to the Bill Vendors section within the Vendors tab. Within the Vendor Details section for the desired vendor, there will be a new Tax Information section where you can click the Add Tax Information button to begin entering the necessary vendor tax details.
You can also upload a vendor's W9 if you have it. We will OCR it and automatically populate the tax details.
Alternatively, you can request Ramp to collect the details from your vendors on your behalf. You can learn more about requesting details from your vendors here.
When entering the vendor’s tax information, you will need to select the vendor’s Federal Tax Classification and enter their Taxpayer Identification Number (TIN) and their Business Address.
Vendors can be classified as the following:
- Individual / Sole-Proprietor
- C-Corporation
- S-Corporation
- Partnership
- Trust / Estate
- Limited liability company (requires LLC classification)
-
Or International*
*For international vendors all other fields will be removed as 1099s are not required for them.
Based on the vendor’s Federal Tax Classification, their TIN will either be their
- Social Security Number (SSN)- only if the classification is Individual / Sole-Proprietor or Single Member LLC
- Or Employer Identification Number (EIN) - if the classification is not Individual / Sole-Proprietor or Single Member LLC
Please note: If a Vendor has an LLC S-corp, LLC C-corp, or other LLC distinction where they'll be taxed like an S-corp, they should select "S-corporation" instead of one of the LLC options to align with IRS requirements.
Marking vendors as 1099 vendors
Every vendor now has a toggle to indicate if they're a 2024 or 2025 1099-able vendor. Ramp has automatically set this toggle based on that year's spend, e.g. for 2024:
- If customers have sent $600 or more in payments to a vendor in 2024, excluding credit card payments, then this toggle will be ON, otherwise it will be OFF
- If a vendor is marked as a C-Corp, S-Corp, International or Other, then this toggle will also be automatically set to OFF, regardless of payments sent.
Customers can manually toggle this on or off. Note that if a customer manually adjusts the toggle, Ramp will no longer automatically update the toggle based on payments.
Viewing Vendor Tax Information
After saving vendors’ tax information, you can see, at a glance, which vendors have collected tax information and which do not by viewing the new Tax Information column in the Bill Vendor table. You can also filter on "Missing TIN" in the Vendor's table.
Exporting Vendor Tax Information
Ramp allows you to export your Vendor Tax information from the Vendors page. You can choose to either export a CSV of 1099 Vendors for 2024 or 2025 only, or export a CSV of all bill vendors. Both exports will include tax details, if they have been filled in.
Note that a user will need to have permission to view Vendor Tax details to do so. Today only Admins and AP Clerks have this permission.
Since tax information includes sensitive information such as the vendor’s TIN, Ramp will require Multi-Factor Authentication (MFA) for both exports.
To begin, go to the Vendors tab and click the download icon and select either "Export CSV of filtered vendors (2024)" or "Export CSV of vendors paid via bill, including tax details."
If you have not recently authenticated via MFA, a pop-up will appear and will ask you to authenticate via your configured authentication method (e.g. via phone or via email). After MFA, please click the download icon and select the export you want again.
CSV of 1099 Vendors (2024):
This file will only include vendors that have the 1099 Toggle set to ON. It will include a column with the annual 2024 1099-able spend made out to that vendor, excluding credit card payments, along with the vendor's tax details (if they have been filled in). We recommending using this file for 1099 purposes.
CSV of vendors paid via bill:
This file will include all Bill Vendors, regardless of their 1099 toggle setting. It has columns "total spend" and "last 30 day spend," along with the vendor's tax details. The total spend exported will be the total Bill payment spend since the vendor's first Bill payment.
Exporting Vendor W9s
If a vendor has a W-9 on file, you can either individually export the w9 or bulk download w9s.
To individually export, go to the vendor profile, click on the "tax info" tab, and click the document linked under "W-9 document."
To bulk download, click the export icon on the vendor's table, then "Export as," and then you should see the option to export vendor W-9s.
Bulk Upload Vendor Tax Information
If you would like to import tax information for multiple vendors at once, you can bulk upload your vendors W9 information (and/or bulk update payment details on the vendor using the same process)
Begin by clicking the three dots next to the New Vendor button and selecting Settings. Then click the option "Add missing vendor information with CSV."
From there, you will need to download the template file and input the tax information for each vendor you would like to import information for. The following fields are required for successful upload:
- Vendor Name
-
Federal Tax Classification (choose from “Individual, “C-Corporation”, “S-Corporation”, “Partnership”, “Trust”, or "International"*)
*If "International" is chosen, all other fields in the file will be ignored as 1099s are not required for them. - Taxpayer Identification Number (TIN)
- Tax Address Line 1 (Ex. “71 5th Ave”)
- City (Ex. “New York”)
- State/Province/Region (Ex. “NY”)
- Zip / Postal Code (Ex. 10003)
Note: The Vendor Name for all your existing Bill Vendors will be pre-filled within the downloaded template.
After uploading the completed template file, you will see a preview of the list of vendors you are updating. Verify this list is correct and click "Import" to bulk update your vendors with the tax information.
You can also choose to bulk request tax info here, in which case we will request tax info from all vendors with missing or incomplete tax information.
Note: If any changes are required, you can correct the info in the template and re-upload.
Legal: Ramp does not provide accounting or tax advice. Please work with your accountant to determine the tax requirements applicable to your business.