How to request a W-9 form from your vendors?

 Form W-9 is used by payers to collect the correct Taxpayer Identification Number (TIN) from independent contractors, vendors, and other payees. This information is securely stored and used later during the year-end 1099 filing process.

With TaxBandits, you can easily request W-9/W-8 forms from your vendors using the following methods:

• Email Request – Sends a secure link directly to your vendor’s email, allowing them to select, complete, and submit the appropriate form online.

• Hosted Page – A secure, public URL generated for each payer that simplifies form collection by allowing vendors to access and submit their forms directly. You may also generate a QR code version of the URL, and enable the vendors to scan and submit. Click here to learn more about the hosted page.

• AI Extract – If you already have a completed W-9 or W-8 form (digital or scanned), just upload the file—our AI Extract will automatically read and pre-fill the form details. You can review and securely store the extracted information for your 1099 filings.

Follow these steps to request a W-9/W-8 form from your vendor:

Step 1: Navigate to the ‘W-9/W-8 BEN’ menu from your dashboard.

Step 2: Click ‘Add Business’ to start requesting forms from vendors.

Step 3: Enter the payer details in the respective fields, review them, and click ‘Save’.

Step 4: Choose how you'd like to import vendor details. You have the following options:

• Add Recipients Manually – Enter details manually, or download our CSV template, fill in vendor info, and upload.

• Import from Accounting Software – Connect your accounting software securely and import vendor data in bulk.

• Add Recipients with W-9/W-8 Info – Upload already completed forms; our AI will extract and pre-fill the data.

Let’s proceed with the ‘Add Recipients Manually’ option.

Step 5: Provide the vendor’s details to request their W-9/W-8 form for free. You can add details manually or select them from your Address Book if the vendor is already saved.

If you have multiple vendors, you can copy and paste up to 50 records at a time from Excel or other documents. Make sure each field is separated by a comma or tab space.

Enter the vendor's name and email address, then click ‘Send Request’

Your vendor will receive a secure link via email to complete the W-9/W-8 form. They can select the appropriate form, fill it out, and submit it.

Once submitted:

• You’ll receive an email notification about the form status.
• The submitted form will appear under the ‘On Hold Forms’ section.
• You can review and store the information securely for 1099 filing at year-end.