Quick W-9 Video Tour

General information

How much does the W-9, W-4 and W-8BEN service cost?

You may have unlimited companies and if you're a team or firm, you only pay for a single subscription across all of your companies and colleagues.

Individual: $9/year, max 25 W-9, W-4 and W-8BENss

Professional: $59/year, max 250 W-forms

Enterprise: $199/year, unlimited W-forms

All subscriptions are auto-renewed annually.

How do I cancel my subscription or change my credit card?

Select Account in the upper right corner drop down, then the Credit Card tab. Scroll down to your W-9 subscription. Change there.

Are you using the latest IRS W-4, W-9 and W-8BEN forms?

Yes, we are using the W-9 issued in October 2018 to reflect FATCA requirements and specific withholding exemptions. We are using the 2019 W-4, the January 2017 W-8BEN, and the July 2017 W-8BEN-E.

Where can I find the IRS instructions?

Here are the IRS W-9 instructions for Requestors, the W-4, W-8BEN, and W-8BEN-E instructions.

What's the first thing I should do after signing up?

Please enter the information for the Company who is requesting W-4, W-9 or W-8BENs. This is the company who would pay the Vendors or Employees and issue them 1099 or W-2s. You may have mulitple form types within the same company, for instance if you have both employees and contractors. You may enter multiple companies, but the first time we'll automatically step you through the W-9 Request page.

Is the e-signature valid with the IRS?

From the IRS W-9 instructions above: "Require as the final entry in the submission an electronic signature by the payee whose name is on Form W-9 that authenticates and verifies the submission. The electronic signature must be under penalties of perjury and the perjury statement must contain the language of the paper Form W-9." For the W-4, the signature has the same validity as a faxed or copied signature.

What does the "Email when signed?" button mean?

If you wish to receive an email whenever a vendor successfully fills in and signs a W-form, please select "yes" with this button.

Can I send B-notices electronically?

Sadly, the IRS requires both the W-9 and the B-notice to be sent via postal mail. They also require an original signature on the W-9 that is returned to you. An electronic version is not allowed at this point. You may download and print a B-notice packet from our All Companies page on the right side.

How do I upgrade my plan?

Normally, we will prompt you to upgrade when you have exceeded your current plan's limits. If this does not happen automatically, please login, then enter this URL into your browser window to see the plans: https://track1099.com/plan_options?return_to=w9

When should I collect W-9s?

W-9s should be collected before you pay any Vendor more than $600 for a given tax year. If you have one on file from a previous year, it is best to request an annual update.

When should I collect W-4s?

W-4s should be collected when you onboard a new W-2 employee. If you have one on file from a previous year, it is best to request an annual update.

When will you offer the I-9?

The I-9 requires in-person interactions, thus we will not be offering an online version.

Can I use your W-9 form to collect emails for 1099-MISC e-delivery?

Yes, this is our goal -- to assist you in going paper-free for 1099s. Same with online W-4s; we'll easily let you e-deliver your W-2s.

Why are the SSN/EINs's x'd out?

The full SSN/EINs are stored encrypted in our database. We only show you the last 4 for security reasons.

Can I collect W-4 and W-9s for many different companies?

Yes, you may. We have a multi company dashboard that will help you keep your W-forms organized.

How do I transfer the W-4 and W-9 information to my accounting software?

For now, you may download a CSV file for each company that has names, addresses, Tax IDs, emails, account numbers, etc. Most accounting software will allow you to upload a Vendor list via CSV file. In the future, we will interact directly with Xero and QuickBooks to update Vendor info.

E-mail and online W-4 & W-9s

Will I get a paper W-4 or W-9?

Not specifically. Your W-4 and W-9s all reside online and should you wish to print, you may download a PDF for each one that looks like a normal W-form. We'll keep these online for at least 3 years.

How to I request that a vendor fills in a W-9?

First, select Add Company and enter the info for the company requesting the W-9. Then select Request Forms on the right side and click on W-9 in the dropdown. If you only have one or two, enter the Vendor Names and email addresses directly. If you have many, we suggest you upload names, emails and account numbers via our CSV template.

How to I request that an employee fills in a W-4?

First, select Add Company and enter the info for the company requesting the W-4 or click on the Company name if you've already added it. Then select Request Forms on the right side and click on W-4 in the dropdown. If you only have one or two, enter the Employee first and last Names and email addresses directly. If you have many, we suggest you upload names, emails and office codes via our CSV template.

What does the Vendor or Employee receive in email?

The Vendor or Employee gets a personalized email saying that your particular company is requesting that they fill in an online W-4 or W-9. They get a secure link that takes them to our web site where we present them with instructions and an online, blank W-4 or W-9 form for them to fill in. Please click on Screenshots on the left of this page.

What happens after the W-4 or W-9 is filled in?

After a Vendor fills in and signs the W-4 or W-9, a PDF copy is downloaded to their computer for their records and your Company dashboard is updated with a date and the Signed status.

What happens if the Vendor made a mistake?

We give the Vendor a preview of their information before they hit the final Submit button. We also allow them to click on the button in their email again and delete/re-enter their information.

What happens if a Vendor's email expires or they forget to fill it in?

You will see in your dashboard when a Vendor remains in a Requested state. You may Resend Requests any time. Their email link expires 10 days after you send it for security purposes.

Can I enter a W-4 or W-9 manually?

If you have information on a sticky note somewhere and want to get that in a more permanent location, you may enter a form manually. It will not be signed by the Vendor so is not a legal IRS document, but it may be better than that sticky note.

Can I upload existing PDFs of a W-9?

Since we cannot validate the signature on an uploaded PDF, we do not allow you to upload W-9s from other systems. Please request a new one from the vendor.

What statuses are there for W-4 and W-9s?

Requested, Manual, Signed and Bounced, if the email bounced. Manual means that you manually entered it and the employee did not sign.

When does the W-9 link in the email expire?

For security reasons, we expire the link after 10 days, at which point you can login, click on the vendor, and hit Resend Email.

Edit, Download, Transfer to 1099 & W-2s

How do I delete a W-4 or W-9?

Click on the Company name, then Delete...and select the Vendor you wish to delete.

What is the TIN Match file?

The IRS offers a free TIN Match service. This is the file you would submit to them. Please see more here.

How do I delete a Company?

Go to your All Companies list. In the table header at the far right, click Delete... Follow the directions from there.

How do I edit an existing Company?

Go to your All Companies list. In the table, next to the Company name, click on the small pencil icon. If there's a red triangle, click on that and filling in missing info.

How do I download copies of the W-4 and W-9s?

Click on the Company name, then Download PDF button on the right side. You many also click on the "Download CSV" button.

How do I transfer W-9s to issue 1099s and W-4s to issue W-2s?

In the All Companies page on the right side, click the Transfer to 1099/W-2s button. We'll then ask you which companies you'd like to transfer. We only transfer W-9s that are checked under the "Issue 1099" column in the Company list. We do transfer all Signed W-4s.

CSV for many W-4 or W-9 requests

How do I import many W-9 Vendors for requests?

Click on the Company who is requesting the W-9s. On the right side, click Request Forms, then select W-9 in the drop down. On the next page, on the right side, follow directions for a CSV upload. You'll download our W-9 CSV template, fill it in, Save, then Upload. It's pretty simple - only three columns, Name, Email and Account number.

How do I import many W-4 Employees for requests?

Click on the Company who is requesting the W-4s. On the right side, click Request Forms, then select W-4 in the drop down. On the next page, on the right side, follow directions for a CSV upload. You'll download our W-4 CSV template, fill it in, Save, then Upload. It's pretty simple - only four columns, First Name, Last Name, Email and optional Office Code.

What happens after the import?

We let you preview your data, then if it all looks good, we import and automatically send the W-4 or W-9 requests via email. Your dashboard will show Requested in the Status line.

Do I need to create a Company before Importing?

Yes.

What should I do if we need a custom SMTP server?

Please contact your IT department and have them send us the following credentials from your company's SMTP server: 1) A new login and password for us on your SMTP server, 2) the server's address (such as smtp.office365.com), 3) the server's port, 4) if the server authentication is plain or login (most likely login) and 5) a point of contact in the IT department with whom we will test the setup.