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Construction accounting moves fast and paperwork slows it down. If your team is still emailing PDFs and filing cabinets, W‑9s become a bottleneck at month‑end and year‑end. Here’s how to replace paper trails with a reliable, automated workflow tailored for subcontractors and job sites.
Why W‑9s go wrong on job sites
- Subcontractors change crews and emails frequently
- Foremen capture details on paper or photos that never reach accounting
- AP closes are compressed; missing W‑9s delay vendor payments
- IRS backup withholding risk (24%) if TINs are wrong or missing
What “good” looks like
- Vendors receive a secure link, complete W‑9s on any device
- TIN validation and error checks before submission
- Automatic reminders no chasing
- Central, searchable repository with timestamps for audits
- Sync to QuickBooks to avoid re‑typing vendor data
A simple 3‑step workflow in GetW9
- Request: Upload or add subs (CSV import or QuickBooks sync). Send requests in bulk with one click.
- Remind: Auto‑reminders nudge unsubmitted vendors configurable cadence.
- Record: Completed W‑9s stored securely. Export or sync vendor details to QuickBooks.
Tip: If a sub won’t complete the form, set the vendor to backup withholding in your AP system until the W‑9 arrives. It’s better than penalties later.
Where the time savings show up
- AP & month‑end: fewer holds, fewer emails, faster vendor setup
- Job costing: clean vendor data flows into projects and cost codes
- Year‑end 1099s: complete, validated vendor file means fewer corrections in January
Security & compliance
- Encrypted collection and storage; access controls by role
- Audit trail (who requested, when completed)
- Aligns with IRS rules around TIN collection and documentation
QuickBooks integration in practice
- Connect your company, map vendor fields, and import existing vendors
- Send W‑9 requests from GetW9; when complete, sync back to reduce double entry
- Export CSV for any ERP that isn’t QuickBooks
Metrics to track
- % of active subs with valid W‑9 on file
- Average days to collect from request to completion
- Reminder touches per completed W‑9
- January correction rate on 1099‑NEC
Getting buy‑in from the field
- Give foremen a QR code/link for new subs to onboard themselves
- Add W‑9 completion to your subcontractor onboarding checklist
- Share a one‑pager: “Why we need your W‑9 before first payment”
FAQs
Q1. Do I need a W‑9 from every subcontractor?
Yes, before first payment. This ensures you have the right TIN/name to avoid backup withholding and 1099 errors.
Q2. What if the contractor is an LLC?
Have them complete the W‑9 according to IRS rules for their tax classification (e.g., disregarded entity, partnership, corporation).
Q3. Can I collect W‑9s on a phone at the job site?
Yes, GetW9 links work on mobile and tablet. Many teams place a QR code at site entry.
Q4. How does this help with 1099‑NEC in January?
You’ll have a complete, validated vendor file—fewer holds and corrections when filing.
Q5. Is there QuickBooks sync?
Yes. Connect once; vendor details and W‑9 status sync to reduce manual entry.
