W-9 Form
Official IRS W-9 — filled digitally, stored securely
The IRS W-9 (Request for Taxpayer Identification Number and Certification) completed online and rendered onto the official IRS PDF. Contractors, vendors, and freelancers fill it once — you get a clean, signed W-9 in your document folder instantly.
Use Cases
Independent Contractor Onboarding
Before the first invoice, every contractor must provide a W-9. Send a link — they fill it on any device in 2 minutes.
Vendor & Supplier Setup
Accounts payable needs a W-9 before issuing payment. Replace the email-PDF-scan shuffle with a single link.
1099 Season Prep
Collect W-9s from all contractors before year-end. No more chasing missing forms in January.
Why This Beats Paper / Email
- Fills the actual IRS W-9 PDF (Rev. March 2024)
- Supports all entity types — Individual, LLC, Corporation, Partnership, Trust/Estate
- TIN (SSN or EIN) placed correctly in the official boxes
- Digital signature captured with timestamp and IP
- PDF stored securely in your employer document folder
Where To Deploy
- Standalone link for contractor/vendor onboarding
- Pair with Direct Deposit for complete payment setup
- Annual refresh campaign before 1099 season
Compliance & Legal Requirements
Key considerations to keep your business compliant
1099-NEC Reporting
The IRS requires a 1099-NEC for any contractor paid $600 or more in a calendar year. The contractor's SSN or EIN — collected on the W-9 — is essential for filing.
Backup Withholding
If a contractor refuses to submit a W-9, you are required by the IRS to begin backup withholding at a rate of 24% on all future payments to that contractor.
Penalty Risks
Failing to obtain a W-9 can result in a $50 fine per instance from the IRS. Having the contractor's TIN on file demonstrates good-faith compliance.
Document Retention
Store completed W-9 forms securely for at least 4 years to prove you made a good-faith effort to obtain taxpayer identification information.
Want to use this form?
Walk through a live sample — every field, exactly as it'll look — then tell us how to set it up for your business.