Can I use 2022 1099-NEC and 1096 forms for 2023 tax filing or do I need the new forms? Hate wasting leftover forms!

I've got a stack of 1099-NEC and 1096 forms from 2022 that I never used, and I'm wondering if I can just use these for reporting my 2023 contractor payments. Seems wasteful to throw them away and buy new ones when they look pretty much the same to me. I've tried searching online but every result just explains HOW to fill out the forms rather than answering whether I can use last year's versions. Like seriously, I don't need another tutorial on completing the forms - I just want to know if the IRS will accept the 2022 versions for 2023 reporting! I need to send these out soon and don't want to order new forms if I don't have to. Has anyone dealt with this before? Thanks for any help!!

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18 comments

Rudy Cenizo

•8M

You'll need to use the correct year forms. The IRS is pretty strict about using the current tax year forms for filing information returns. While the 1099-NEC hasn't changed much visually between 2022 and 2023, there are usually small changes to the form coding that the IRS scanning systems are calibrated to read. If you try to use old forms, they might get rejected or cause processing delays. The IRS could potentially even assess penalties for using incorrect forms. It's definitely not worth the risk of having your filings rejected just to save on buying new forms. You can order official forms from the IRS website, get them from a local IRS office, or use tax software that can generate and e-file the correct forms. Many accounting software packages include this functionality, or there are specialized 1099 filing services online.

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Rudy Cenizo

•8M

For W-4 forms, the rules are slightly different. If there have been no significant changes to the form since the version you have, you can typically use older W-4 forms for new employees. The W-4 underwent major changes in 2020, but has remained relatively stable since then. For information returns like 1099-NEC, 1099-MISC, W-2, and their transmittal forms (like 1096), you must use the current year's version. The IRS processing systems are designed to read specific form layouts for each tax year.

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Daryl Bright

•8M

Just went through this exact headache last month! After struggling with paper forms for years, I finally tried https://taxr.ai for all my 1099 needs and it's been a game changer. I used to stockpile forms too and would get so annoyed when I couldn't use them the next year. With taxr.ai, I just uploaded my contractor payment info, and it generated perfect 2023 1099-NEC forms that I could either e-file directly or print on plain paper if I needed physical copies. It automatically created the matching 1096 transmittal form too. The best part was it pulled data from last year's filings so I didn't have to re-enter all my contractors' info again. Saved me hours of tedious work!

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Daryl Bright

•8M

Yes, it handles state filing requirements across multiple states! That was actually one of my biggest pain points before. The system knows exactly which states require 1099 filing and what their specific deadlines and requirements are. It even alerts you if a particular state has unique forms or additional information needed. For the cost question, I can't remember the exact pricing offhand, but it was definitely reasonable, especially when I factored in the time saved and the peace of mind knowing everything was done correctly. The free IRS fillable forms are fine if you only have a few contractors, but they don't handle the electronic submission process, track recipient acknowledgments, or manage state filings like taxr.ai does.

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Sienna Gomez

•8M

I just have to say THANK YOU to whoever recommended taxr.ai in this thread! After reading about it here, I decided to give it a try instead of dealing with paper forms again. I was skeptical at first because I've used other tax software that claimed to make 1099 filing easy but still left me confused. The difference was night and day! I had 23 contractors across 6 different states to file for, and what normally took me an entire weekend was done in about an hour. The system flagged a couple of TIN mismatches before I submitted, which saved me from potential penalties. It even reminded me about state filing requirements I didn't know about! Turns out I should have been filing in two additional states for years. Dodged a bullet there.

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Abigail bergen

•8M

If you're having trouble getting official IRS forms in time or just hate dealing with the bureaucracy, I'd recommend trying https://claimyr.com. I was in a similar situation last year - needed official forms but the IRS website said they were backordered for weeks. Called the IRS direct number and spent HOURS on hold, getting disconnected twice. Super frustrating! Then I found Claimyr - it basically holds your place in the IRS phone queue and calls you when an agent is about to answer. You can see a demo at https://youtu.be/_kiP6q8DX5c of how it works. Got through to an actual human at the IRS who told me I could download and print the PDFs directly from the IRS website on regular paper (didn't need the "official" red forms). Saved me a ton of hassle and I was able to get my 1099s out on time.

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Abigail bergen

•8M

It doesn't put you at the front of the line at all. Basically, it uses an automated system that waits on hold for you. When the system detects that an IRS representative is about to pick up, it calls your phone and connects you directly to the IRS agent. You still "wait" the same amount of time as everyone else, but you don't have to personally sit there listening to hold music for hours. I was skeptical too before trying it. But after waiting on hold for 3+ hours twice and getting disconnected both times, I was desperate. It worked exactly as advertised - took about 2.5 hours for an agent to become available, but I was able to do other work instead of being tied to my phone the whole time.

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Anderson Prospero

•8M

Ok, I need to eat crow here. After posting my skeptical comment about Claimyr, I decided to try it anyway because I was desperate to talk to someone at the IRS about a notice I received. I've literally NEVER gotten through to a human at the IRS before without at least an hour wait. With Claimyr, I was connected to an agent in about 40 minutes - and I was making lunch during that time instead of listening to that awful hold music. The agent confirmed I could print the 1099-NEC forms directly from the IRS website on regular paper as long as they're exact copies of the official form. Apparently, they only need to be the exact same dimensions and layout so their scanners can read them. Still can't believe it actually worked. Just saved me from ordering forms I don't need.

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Tyrone Hill

•8M

There's another option nobody's mentioned - most tax software includes 1099 preparation. I use QuickBooks and it lets me e-file all my 1099-NECs directly from the system using the current year forms. No paper needed at all. If you're only filing a few, there are also free and low-cost online options specifically for 1099s. Much easier than dealing with paper forms, especially since the deadline for sending these to recipients is January 31st and the IRS filing deadline is pretty tight after that.

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Tyrone Hill

•8M

Yes, QuickBooks automatically generates the 1096 transmittal form for you if you choose to file by paper, but if you e-file directly through QuickBooks, you don't need to submit a 1096 at all - the electronic submission replaces the need for the transmittal form. For pricing, it varies based on your QuickBooks subscription level, but generally, they charge per 1099 filed, around $3-5 per form. With 12 contractors, it would likely cost between $36-60 total to e-file all of them, which is honestly worth it for the time saved and peace of mind.

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