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Collect1099 Terms of Service

Effective date: 2026-06-02

Last updated: 2026-06-02

These Terms of Service ("Terms") form a binding agreement between you ("you," "your," "Bookkeeper," or "User") and Martello Systems LLC ("Martello Systems," "Company," "we," "us," or "our"), the operator of Collect1099, available at collect1099.com and related subdomains, applications, and services (collectively, the "Service").

Please read these Terms carefully. Section 5 (Informational Service / No Tax or Professional Advice), Section 6 (Accuracy of Tax Data & Your Responsibility), Section 11 (Disclaimers of Warranties), Section 12 (Limitation of Liability), and Section 16 (Governing Law & Dispute Resolution, including a binding arbitration provision and class-action waiver) are especially important and affect your legal rights.

1. Agreement to Terms

By accessing or using the Service, creating an account, starting a free trial, or clicking to accept these Terms, you agree to be bound by these Terms and by our Privacy Policy, which is incorporated here by reference. If you do not agree, you must not access or use the Service.

If you are using the Service on behalf of a bookkeeping firm, accounting practice, business, or other entity, you represent that you have authority to bind that entity to these Terms, and "you" refers to both you individually and that entity.

We may update these Terms from time to time as described in Section 15. Your continued use of the Service after changes become effective constitutes your acceptance of the revised Terms.

2. Description of Service

Collect1099 is a software-as-a-service tool that helps bookkeepers, accounting professionals, and businesses collect IRS Form W-9 information from vendors and prepare Form 1099 information across one or more client accounts. The Service may, among other things:

  • Let you add clients and vendors manually, or connect QuickBooks Online to detect and import vendor and payment information you authorize;
  • Send secure, tokenized W-9 collection links to your vendors and run an automated reminder ladder by email on your behalf;
  • Store the W-9 and taxpayer data your vendors provide — including names, addresses, tax classifications, and taxpayer identification numbers (TINs), Employer Identification Numbers (EINs), and Social Security Numbers (SSNs) — in encrypted form, so you can prepare 1099 forms;
  • Perform IRS TIN matching and 1099 e-filing through the third-party processor you direct (currently Track1099), where you configure and authorize it;
  • Pre-populate Form 1099-NEC information and provide a multi-client dashboard summarizing W-9 completion and 1099 exposure.

The Service is an informational data-collection and preparation tool only. We are not a tax preparer, accounting firm, or filing agent acting on your behalf, and we do not determine, guarantee, or assume responsibility for your filing obligations or outcomes. See Sections 5 and 6.

We may add, modify, suspend, or discontinue features at any time. Some features (for example, live TIN matching, e-filing passthrough, or QuickBooks payment-total imports) depend on third-party integrations and your configuration, and may be in preview or unavailable. The features available to you may depend on your subscription plan.

3. Eligibility & Accounts

  • Eligibility. You must be at least 18 years old and capable of forming a binding contract to use the Service. The Service is intended for business use by bookkeepers, accountants, and businesses in the United States.
  • Account registration. To use most features, you must create an account and provide accurate, current, and complete information. You agree to keep your account information up to date.
  • Account security. You are responsible for safeguarding your login credentials and for all activity that occurs under your account. Because the Service stores sensitive taxpayer identifiers, this responsibility is significant. You agree to notify us promptly at support@collect1099.com if you suspect unauthorized use of your account.
  • Authorized users. You may not share your account credentials except as permitted by your plan. You are responsible for the actions of anyone you authorize to access your account.
  • Authority to submit data. You represent that you have obtained all necessary authorizations and consents from your clients and their vendors to collect, store, and process their information — including taxpayer identifiers — in the Service, and that your use complies with all applicable laws.

4. Subscriptions, Billing & Trials

  • Free trial. We may offer a 14-day free trial. Unless you cancel before the trial ends, your subscription will automatically convert to a paid, recurring subscription and your payment method will be charged the applicable fee. Trial eligibility may be limited to new users and to one trial per person or entity.
  • Subscriptions and auto-renewal. Paid subscriptions are billed on a recurring monthly basis unless otherwise stated at the point of purchase. Pricing may scale with the number of client accounts on your plan. Your subscription automatically renews at the end of each billing cycle, and your payment method will be charged the then-current fee, until you cancel.
  • Payment processing via Stripe. All payments are processed by our third-party payment processor, Stripe, Inc. By providing a payment method, you authorize us and Stripe to charge that method for all fees due. We do not store your full payment card numbers; see our Privacy Policy.
  • Pricing and taxes. Prices are stated in U.S. dollars and exclusive of applicable taxes unless stated otherwise. We may change our prices, and we will provide notice of price changes before they take effect, typically applying at your next renewal. You are responsible for any applicable taxes.
  • Cancellation. You may cancel at any time through your account settings or by contacting support@collect1099.com. Cancellation takes effect at the end of your then-current billing cycle. You retain access to paid features until the end of the period you have already paid for.
  • No refunds for partial periods. Except where required by applicable law, all fees are non-refundable, and we do not provide refunds or credits for partial billing periods, partial months, unused time, or features not used. Cancelling stops future charges but does not refund the current period.
  • Failed payments. If a charge fails, we may retry the charge and may suspend or terminate your access to paid features until payment is successfully processed.

5. Informational Service / No Tax or Professional Advice

IMPORTANT — PLEASE READ CAREFULLY. Collect1099 is an informational 1099 data-collection and preparation tool. It is NOT a certified public accountant ("CPA"), NOT an enrolled agent, NOT a tax preparer or filing agent, NOT a law firm, and NOT the IRS. Nothing in the Service constitutes tax, accounting, financial, or legal advice, and no professional–client relationship is created by your use of the Service.

The Service helps you organize W-9 data and prepare 1099 information, but it does not determine who must receive a 1099, which form or box applies, what amounts are reportable, or whether your filings are correct or complete. You must independently determine your filing obligations and verify all information before submitting anything to the IRS, any state, or any taxing authority.

Where appropriate, consult a qualified CPA, enrolled agent, tax attorney, or the IRS directly regarding your specific situation. The Service's outputs, pre-populated forms, TIN-match results, and e-filing passthrough are aids to help you carry out your own work — they do not guarantee that any form is accurate, that any TIN is valid, or that any filing has been accepted or is compliant.

6. Accuracy of Tax Data & Your Responsibility

  • No guarantee of accuracy or completeness. We make reasonable efforts to operate the Service reliably, but we do not warrant that any vendor record, taxpayer identifier, payment total, pre-populated form, TIN-match result, or e-file status displayed in the Service is accurate, current, complete, or applicable to your circumstances.
  • TIN matching and e-filing depend on third parties. IRS TIN matching and 1099 e-filing are performed through third-party processors (currently Track1099) and ultimately the IRS. Those services may be delayed, incomplete, temporarily unavailable, or may return errors. A TIN-match result does not by itself confirm or refute a payee's actual identity or status, and a submission does not guarantee acceptance by the IRS.
  • You remain solely responsible. You — not Collect1099 — are solely responsible for the accuracy, completeness, and timely filing of all tax forms and government submissions, for verifying TIN, EIN, SSN, and payee data, for determining your reporting obligations, and for complying with IRS rules, deadlines, and all applicable laws. The Service's reminders and outputs depend on the accuracy of the information you and your vendors provide.
  • No liability for penalties. To the maximum extent permitted by law, Collect1099 and Martello Systems LLC are not responsible or liable for any IRS or state penalties, fines, interest, back taxes, rejected or late filings, backup-withholding consequences, lost data, or other consequences arising from your use of the Service, from reliance on information in the Service, from missed or incorrect deadlines, or from any inaccuracy, omission, or unavailability of data or integrations in the Service.
  • Notify us of errors. If you believe any data in the Service is incorrect, please tell us at support@collect1099.com. We may correct it but are under no obligation to do so and assume no liability for any error.

7. Acceptable Use

You agree not to, and not to permit anyone else to:

  • Use the Service for any unlawful, fraudulent, or deceptive purpose, or in violation of any applicable law;
  • Submit taxpayer or vendor information you do not have the right or authorization to submit;
  • Access, scrape, harvest, or copy the Service's data except as expressly permitted, or use automated means without our written permission;
  • Reverse engineer, decompile, or attempt to derive the source code of the Service, except where such restriction is prohibited by law;
  • Interfere with, disrupt, overload, or attempt to gain unauthorized access to the Service, our systems, or other users' accounts or data;
  • Introduce malware or engage in any denial-of-service or similar activity;
  • Resell, sublicense, rent, or otherwise commercially exploit the Service without our written permission;
  • Use the Service to send unsolicited communications, or submit false, misleading, or infringing information.

We may investigate and take appropriate action, including suspending or terminating accounts, for any suspected violation.

8. Third-Party Services

The Service interoperates with or relies on third-party providers, including our payment processor (Stripe), our email-delivery provider (Brevo), QuickBooks Online (Intuit) where you choose to connect it, and Track1099 for IRS TIN matching and 1099 e-filing where you configure it. We do not control and are not responsible for the availability, accuracy, content, or practices of any third-party service or the IRS. Your use of third-party services is governed by their own terms. References to or integrations with third parties do not imply endorsement or affiliation, and we are not affiliated with, sponsored by, or endorsed by Intuit, Track1099, or the IRS.

9. Communications Consent

  • Service communications. By creating an account, you consent to receive transactional and account-related communications from us by email, including billing notices, security alerts, reminders, and changes to the Service or these Terms.
  • Vendor emails sent on your behalf. When you use the Service to request W-9s, the Service sends emails to the vendors you designate, on your behalf, via our email provider. You are responsible for ensuring you have the right to contact those vendors at the addresses you provide.
  • Opt-out. You may opt out of non-essential email through the unsubscribe link or by contacting support@collect1099.com, though we may still send essential transactional messages about your account.

10. Intellectual Property

  • Our rights. The Service, including its software, design, text, graphics, logos, the Collect1099 name and brand, and all content other than Your Data, is owned by Martello Systems LLC or its licensors. We grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your internal business purposes during your subscription, subject to these Terms.
  • Your data. You retain ownership of the client, vendor, W-9, and account data you submit ("Your Data"). You grant us a worldwide, non-exclusive license to host, process, display, and use Your Data as necessary to provide and improve the Service, to perform the W-9 collection, TIN matching, and e-filing you direct, and as described in our Privacy Policy. You represent that you have the rights and authorizations necessary to submit Your Data.
  • Feedback. If you send us suggestions or feedback, you grant us a perpetual, irrevocable, royalty-free license to use it without restriction or obligation to you.

11. Disclaimers of Warranties

THE SERVICE AND ALL CONTENT, DATA, FORMS, TIN-MATCH RESULTS, AND E-FILING PASSTHROUGH ARE PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY.

To the maximum extent permitted by applicable law, we disclaim all warranties, including any implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. Without limiting the foregoing, we do not warrant that: the Service or any data within it is accurate, current, complete, reliable, or applicable to your situation; the Service will be uninterrupted, timely, secure, or error-free; any reminder, form, TIN-match result, or e-file submission will be delivered, processed, accepted, or correct; or the Service will meet your requirements or achieve any particular tax or filing result. Some jurisdictions do not allow the exclusion of certain warranties, so some of the above may not apply to you.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT WILL MARTELLO SYSTEMS LLC, ITS OWNERS, OFFICERS, EMPLOYEES, AGENTS, OR LICENSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, DATA, OR GOODWILL, OR FOR ANY IRS OR STATE PENALTIES, FINES, INTEREST, OR BACK TAXES, ARISING OUT OF OR RELATING TO THE SERVICE OR THESE TERMS.

OUR TOTAL CUMULATIVE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THE SERVICE OR THESE TERMS WILL NOT EXCEED THE TOTAL AMOUNT OF FEES YOU ACTUALLY PAID TO US FOR THE SERVICE IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM. These limitations form an essential basis of the bargain between you and us. Some jurisdictions do not allow certain limitations, so some of the above may not apply to you.

13. Indemnification

You agree to defend, indemnify, and hold harmless Martello Systems LLC and its owners, officers, employees, agents, and licensors from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of the Service; (b) Your Data or any information you or your vendors submit, including taxpayer identifiers; (c) your tax-preparation and filing activities and your compliance or non-compliance with any law or IRS rule; (d) your violation of these Terms or any law or third-party right; or (e) any communications you authorized us to send on your behalf.

14. Termination

  • By you. You may stop using the Service and cancel your subscription at any time as described in Section 4.
  • By us. We may suspend or terminate your access at any time, with or without notice, if we believe you have violated these Terms, if required by law, to protect the Service or other users, or for any other reason in our discretion.
  • Effect of termination. Upon termination, your right to use the Service ends. We may delete or retain Your Data after a reasonable period in accordance with our Privacy Policy and applicable law (including IRS recordkeeping requirements); you are responsible for exporting any data you wish to keep before termination. Sections that by their nature should survive — including 5, 6, 10, 11, 12, 13, 16, and 17 — survive termination.

15. Changes to Terms

We may modify these Terms from time to time. When we make material changes, we will update the "Last updated" date and may provide additional notice. Changes are effective when posted unless stated otherwise. Your continued use after changes take effect constitutes acceptance. If you do not agree, you must stop using the Service and cancel your subscription.

16. Governing Law & Dispute Resolution

  • Governing law. These Terms and any dispute arising out of or relating to them or the Service are governed by the laws of the State of Utah and applicable U.S. federal law, without regard to conflict-of-laws principles.
  • Informal resolution first. Before filing any claim, you agree to first contact us at support@collect1099.com and attempt in good faith to resolve the dispute informally for at least 30 days.
  • Binding arbitration. If we cannot resolve a dispute informally, you and we agree that any dispute arising out of or relating to these Terms or the Service will be resolved by final and binding arbitration administered by a recognized arbitration provider under its applicable rules, rather than in court, except as provided below. Judgment on the award may be entered in any court of competent jurisdiction.
  • Class-action waiver. You and we agree that each may bring claims against the other only in an individual capacity, and not as a plaintiff or class member in any purported class, collective, or representative proceeding.
  • Exceptions. Either party may (a) bring an individual claim in small-claims court if it qualifies, and (b) seek injunctive or equitable relief to protect its intellectual property or confidential information.
  • Opt-out of arbitration. You may opt out of this arbitration agreement by sending written notice to support@collect1099.com within 30 days of first accepting these Terms.
  • Time to file. To the extent permitted by law, any claim must be brought within one (1) year after it arises, or it is permanently barred.

17. Contact

If you have questions about these Terms or the Service, contact Martello Systems LLC — Collect1099, at support@collect1099.com (collect1099.com).

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