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This is your one-stop library for everything W‑9. Start with the basics, then deep-dive into industry playbooks, compliance must‑knows, and automation tips. Bookmark it, share it with your team, and download the printable checklist at the end.
Table of Contents
- Start Here: W‑9 Basics
- Who Needs to Collect a W-9 (and When)
- Industry Playbooks
- Compliance & Security Essentials
- Automation: How GetW9 Removes the Busywork
Start Here: W‑9 Basics
What is a W‑9? A W‑9 is a form that vendors/contractors submit to you (the payer) so you can collect their legal name, address, and Taxpayer Identification Number (TIN: SSN or EIN). You use this info to prepare 1099s at year‑end.
Why it matters: Missing or incorrect W‑9s create last‑minute scrambling, compliance risk, and can trigger backup withholding obligations.
Learn more:
- W‑9 101: What It Is & Why Businesses Need It → Read here
- W‑9 vs W‑8 vs W‑4: Which Form Do You Need? → Read here
- 1099 vs W‑9: What’s the Difference? → Read here
Who Needs to Collect a W‑9 (and When)
- When you onboard a U.S. vendor or independent contractor (before the first payment is best practice).
- When vendor details change (name, address, TIN, business structure).
- When the IRS notifies you of a TIN/name mismatch or that a payee is subject to backup withholding.
Related reads:
- When to Request a W‑9 and How to Store It → Top 5 W‑9 Mistakes to Avoid
- Single‑Member LLC & Disregarded Entity: How to Fill the W‑9 → Read here
Industry Playbooks
Tailored guidance for high‑contractor industries with workflows, pitfalls, and examples.
Real Estate
- Photographers, stagers, inspectors, escrow officers, marketing freelancers.
- Guide: W‑9 Automation for Real Estate & Game Developers → Read here
Gaming & Creative Studios
- Animators, voice actors, composers, QA testers, streamers.
- Guide: W‑9 Automation for Real Estate & Game Developers → Read here
Healthcare & Clinics
- Locum tenens, therapists, billing coders, freelance IT.
- Guide: Why Late W‑9 Collection Costs Businesses More Than They Think → Read here
Agencies & Marketplaces
- Creators, contractors, affiliates.
- Guide: Freelancer vs Contractor: Who Needs a W‑9? → Read here
Construction & Field Services
- Subcontractors, electricians, plumbers, installers.
- Guide: Landlords: W‑9 Requirements for Contractors and Service Providers → Read here
Compliance & Security Essentials
Avoid these common mistakes:
- Paying vendors before collecting a W‑9.
- Accepting forms with missing or mismatched TIN/Name.
- Storing W‑9s in shared drives or email threads.
- Forgetting to re‑request when a vendor’s business structure changes.
Topics to know:
- Backup Withholding (24%)—When it Applies & How to Handle → Read here
- SSN vs EIN on W‑9 → Are You Filing W‑9s Wrong?
- TIN Matching & Error Reduction → Top 5 W‑9 Mistakes
- Security Best Practices for W‑9 Data → Why You Should Never Email an IRS Form W‑9
Security note: GetW9 encrypts W‑9 data in transit and at rest and limits access to authorized stakeholders within your organization.
Automation: How GetW9 Removes the Busywork
Why teams switch to GetW9:
- 1‑click requests from a clean vendor list or bulk import
- Automated reminders until the form is complete
- Secure, centralized storage with role‑based access
- Status dashboard to see who’s missing a W‑9
- QuickBooks integration to keep vendor records aligned
Suggested workflow:
- Upload/import vendors → map name, email, company, tax classification.
- Send requests → customized message + due date.
- Auto‑reminders → nudge non‑responders without chasing.
- Review dashboard → spot risk, export reports.
- Sync to QuickBooks → keep records tidy for 1099s.
Learn more: How GetW9 Works: Automation + Peace of Mind
FAQs
Do I need a W‑9 from every vendor? If you pay a U.S. vendor/contractor reportable amounts, collect one during onboarding so you’re ready for 1099s.
Should a single‑member LLC put the owner’s name or the LLC name? It depends on how the LLC is taxed. See our guide: Disregarded Entity W‑9 Basics.
Can I store W‑9s in Google Drive? You can, but ensure access is restricted and data is encrypted. A purpose‑built system like GetW9 reduces risk and manual work.
What happens if I don’t have a W‑9 at payment time? You may be required to start backup withholding and keep records showing your attempts to obtain a valid form. Learn more: Backup Tax Withholding Guide
