{"id":3977,"date":"2026-06-08T05:42:02","date_gmt":"2026-06-08T05:42:02","guid":{"rendered":"https:\/\/getw9.tax\/blog\/?p=3977"},"modified":"2026-06-08T05:42:03","modified_gmt":"2026-06-08T05:42:03","slug":"iris-replacing-fire-clean-w9-data-before-2027","status":"publish","type":"post","link":"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/","title":{"rendered":"IRIS Is Replacing FIRE: Why Your Vendor W-9 Data Needs to Be Clean Before 2027"},"content":{"rendered":"\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#IRIS_replacing_FIRE_what_businesses_need_to_know\" >IRIS replacing FIRE: what businesses need to know<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#Why_IRIS_replacing_FIRE_matters_for_1099_filing\" >Why IRIS replacing FIRE matters for 1099 filing<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#IRIS_replacing_FIRE_does_not_fix_bad_W-9_data\" >IRIS replacing FIRE does not fix bad W-9 data<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#The_real_problem_1099_issues_start_before_January\" >The real problem: 1099 issues start before January<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#What_W-9_data_should_be_cleaned_before_IRIS_replacing_FIRE\" >What W-9 data should be cleaned before IRIS replacing FIRE?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#1_Legal_name\" >1. Legal name<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#2_Business_name_or_DBA\" >2. Business name or DBA<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#3_Taxpayer_Identification_Number\" >3. Taxpayer Identification Number<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#4_Federal_tax_classification\" >4. Federal tax classification<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#5_Mailing_address\" >5. Mailing address<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#6_W-9_completion_status\" >6. W-9 completion status<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#7_Submission_history\" >7. Submission history<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#Why_name_and_TIN_mismatches_create_real_work\" >Why name and TIN mismatches create real work<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#Do_not_wait_until_after_payment_to_collect_W-9s\" >Do not wait until after payment to collect W-9s<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#W-9_cleanup_checklist_before_IRIS_replacing_FIRE\" >W-9 cleanup checklist before IRIS replacing FIRE<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#Why_spreadsheets_are_risky_for_W-9_and_vendor_records\" >Why spreadsheets are risky for W-9 and vendor records<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#How_to_prepare_vendor_records_before_IRIS_replacing_FIRE\" >How to prepare vendor records before IRIS replacing FIRE<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#Step_1_Export_your_active_vendor_list\" >Step 1: Export your active vendor list<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#Step_2_Identify_missing_W-9s\" >Step 2: Identify missing W-9s<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#Step_3_Review_legal_names_and_business_names\" >Step 3: Review legal names and business names<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-21\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#Step_4_Check_TIN_status\" >Step 4: Check TIN status<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-22\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#Step_5_Review_addresses\" >Step 5: Review addresses<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-23\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#Step_6_Build_an_exception_list\" >Step 6: Build an exception list<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-24\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#Step_7_Set_a_monthly_review_rhythm\" >Step 7: Set a monthly review rhythm<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-25\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#Where_GetW9_fits_into_the_process\" >Where GetW9 fits into the process<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-26\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#Final_takeaway_on_IRIS_replacing_FIRE\" >Final takeaway on IRIS replacing FIRE<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-27\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#FAQ\" >FAQ<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-28\" href=\"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#Reference_links_used_in_this_article\" >Reference links used in this article<\/a><\/li><\/ul><\/nav><\/div>\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"IRIS_replacing_FIRE_what_businesses_need_to_know\"><\/span>IRIS replacing FIRE: what businesses need to know<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>IRIS replacing FIRE is not just an IRS filing system update. It is a warning sign for businesses, CPA firms, bookkeepers, and accounts payable teams to clean up vendor W-9 data before filing season 2027. If your legal names, TINs, tax classifications, addresses, or completed W-9 records are messy now, the move from FIRE to IRIS will not fix that problem.<\/p>\n\n\n\n<p>The IRS has stated that the FIRE system is targeted for retirement in Tax Year 2026 \/ Filing Season 2027, and that the Information Returns Intake System, known as IRIS, will become the only intake system for information returns currently received through FIRE. You can review the IRS update here: <a href=\"https:\/\/www.irs.gov\/e-file-providers\/filing-information-returns-electronically-fire\">IRS FIRE system retirement update<\/a>.<\/p>\n\n\n\n<p>That may sound like a filing software issue.<\/p>\n\n\n\n<p>It is not.<\/p>\n\n\n\n<p>The bigger issue is whether your vendor records are clean before you file. IRIS can help with electronic filing, but it cannot repair missing W-9s, incorrect legal names, bad TINs, outdated addresses, duplicate vendor records, or files buried in email inboxes.<\/p>\n\n\n\n<p>For accounts payable teams, IRIS replacing FIRE should trigger one practical question: are our vendor W-9 records ready before filing season?<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Why_IRIS_replacing_FIRE_matters_for_1099_filing\"><\/span>Why IRIS replacing FIRE matters for 1099 filing<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>For years, many businesses and tax professionals used FIRE, short for Filing Information Returns Electronically, to submit certain information returns to the IRS. These include forms in the 1099 series and other information returns.<\/p>\n\n\n\n<p>IRIS, or Information Returns Intake System, is the IRS system that allows businesses to electronically file certain information returns. The IRS describes IRIS as a free online portal that can be used by businesses of any size. You can read more here: <a href=\"https:\/\/www.irs.gov\/taxtopics\/tc801\">IRS Topic 801: Who must file information returns electronically<\/a>.<\/p>\n\n\n\n<p>This matters because electronic filing is no longer only a large-company issue. Starting with Tax Year 2023, businesses filing a combined total of 10 or more information returns generally must file electronically.<\/p>\n\n\n\n<p>That threshold is low.<\/p>\n\n\n\n<p>A business with several contractors, vendors, professional service providers, landlords, attorneys, or freelancers can quickly reach 10 information returns. This means many growing businesses need to think seriously about electronic filing and vendor data quality.<\/p>\n\n\n\n<p>IRIS replacing FIRE does not only affect tax teams in January. It affects how businesses collect and manage vendor information throughout the year.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"IRIS_replacing_FIRE_does_not_fix_bad_W-9_data\"><\/span>IRIS replacing FIRE does not fix bad W-9 data<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>This is the part many teams will miss.<\/p>\n\n\n\n<p>IRIS replacing FIRE changes the filing path. It does not change the quality of the information you submit.<\/p>\n\n\n\n<p>If a vendor record has the wrong legal name, IRIS will not know the story behind the error. If a TIN is missing, IRIS cannot magically recover it. If a completed W-9 is sitting in someone\u2019s inbox, your filing process still depends on manual searching. If your accounting system has one vendor name and the W-9 has another, you still have a cleanup problem.<\/p>\n\n\n\n<p>The filing system receives the data. Your team is responsible for making sure the data is accurate.<\/p>\n\n\n\n<p>That is why the real work starts before filing season.<\/p>\n\n\n\n<p>A clean W-9 process helps your business collect the correct taxpayer information before payments, store the completed form securely, and keep vendor records easier to review when 1099 season arrives.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"The_real_problem_1099_issues_start_before_January\"><\/span>The real problem: 1099 issues start before January<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Many businesses treat 1099 preparation as a January task. That is the mistake.<\/p>\n\n\n\n<p>Most 1099 problems begin much earlier, usually when a vendor is onboarded without a completed W-9 or added to accounting software with incomplete details.<\/p>\n\n\n\n<p>Common issues include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>A vendor gets paid before submitting a W-9.<\/li>\n\n\n\n<li>The vendor record uses a nickname instead of the legal name.<\/li>\n\n\n\n<li>The invoice name does not match the W-9 name.<\/li>\n\n\n\n<li>The business name or DBA is confused with the legal taxpayer name.<\/li>\n\n\n\n<li>The TIN is missing or incomplete.<\/li>\n\n\n\n<li>The mailing address is outdated.<\/li>\n\n\n\n<li>The W-9 PDF is stored in an email thread instead of a central system.<\/li>\n\n\n\n<li>No one knows whether the vendor record has been reviewed.<\/li>\n\n\n\n<li>The AP team waits until January to chase missing forms.<\/li>\n<\/ul>\n\n\n\n<p>By the time filing season arrives, the team is not preparing 1099s. They are repairing months of weak vendor intake.<\/p>\n\n\n\n<p>IRIS replacing FIRE makes this weakness harder to ignore.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"What_W-9_data_should_be_cleaned_before_IRIS_replacing_FIRE\"><\/span>What W-9 data should be cleaned before IRIS replacing FIRE?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Before the IRS transition becomes a filing-season pressure point, businesses should review the vendor fields that matter most for 1099 preparation.<\/p>\n\n\n\n<p>A W-9 is not just a form to collect and forget. It is the source document that helps a business gather taxpayer information from U.S. vendors, contractors, freelancers, and other payees.<\/p>\n\n\n\n<p>The IRS Instructions for the Requester of Form W-9 explain that Form W-9 is used to request a U.S. person\u2019s taxpayer identification number and certain certifications. You can read the IRS guidance here: <a href=\"https:\/\/www.irs.gov\/instructions\/iw9\">IRS Instructions for the Requester of Form W-9<\/a>.<\/p>\n\n\n\n<p>Here are the vendor record fields to review.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"1_Legal_name\"><\/span>1. Legal name<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>The legal name should come from the W-9, not from an email signature, invoice header, or internal nickname.<\/p>\n\n\n\n<p>For individuals, this may be the person\u2019s legal name. For businesses, it may be the registered legal entity name. If your accounting system only has a casual vendor label, your 1099 preparation can become messy later.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"2_Business_name_or_DBA\"><\/span>2. Business name or DBA<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>A vendor may operate under a business name, trade name, or DBA that is different from the legal taxpayer name.<\/p>\n\n\n\n<p>That is not automatically a problem, but it needs to be recorded correctly. The legal name and business name should not be treated as the same field without review.<\/p>\n\n\n\n<p>When IRIS replacing FIRE becomes part of your filing workflow, clean name fields will matter even more because electronic filing depends on structured, accurate information.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"3_Taxpayer_Identification_Number\"><\/span>3. Taxpayer Identification Number<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>The TIN is one of the most important fields for information return preparation. Depending on the vendor, this may be an EIN, SSN, or another taxpayer identification number.<\/p>\n\n\n\n<p>The IRS offers TIN Matching as a pre-filing service for eligible payers and authorized agents to validate name and TIN combinations before submitting information returns. You can review it here: <a href=\"https:\/\/www.irs.gov\/tax-professionals\/taxpayer-identification-number-tin-matching\">IRS TIN Matching service<\/a>.<\/p>\n\n\n\n<p>If your vendor\u2019s TIN is missing, incomplete, or stored insecurely, your process needs attention before filing season.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"4_Federal_tax_classification\"><\/span>4. Federal tax classification<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>The W-9 asks the vendor to select a federal tax classification. This can include individual\/sole proprietor, C corporation, S corporation, partnership, trust\/estate, limited liability company, or other classifications depending on the form.<\/p>\n\n\n\n<p>This field helps your accounting team review the vendor\u2019s tax status and reporting treatment.<\/p>\n\n\n\n<p>If your team ignores this field during onboarding, you may create confusion later when deciding how the vendor should be handled for reporting purposes.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"5_Mailing_address\"><\/span>5. Mailing address<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Do not treat the address as a minor detail.<\/p>\n\n\n\n<p>Addresses matter for recipient records, mailing, and internal vendor accuracy. If the vendor\u2019s W-9 shows a new address, your records should be updated.<\/p>\n\n\n\n<p>The IRS requester instructions also note that the full name and address provided on Form W-9 should be shown on the information return filed with the IRS and on the copy furnished to the payee.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"6_W-9_completion_status\"><\/span>6. W-9 completion status<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Every vendor record should clearly show whether the W-9 is missing, requested, received, reviewed, or needs correction.<\/p>\n\n\n\n<p>A folder full of PDFs is not enough.<\/p>\n\n\n\n<p>Your team should be able to answer these questions quickly:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Which vendors are missing W-9s?<\/li>\n\n\n\n<li>Which vendors submitted W-9s recently?<\/li>\n\n\n\n<li>Which records need review?<\/li>\n\n\n\n<li>Which vendors need follow-up before payment?<\/li>\n\n\n\n<li>Which vendors have complete records for 1099 preparation?<\/li>\n<\/ul>\n\n\n\n<p>IRIS replacing FIRE should push teams to review vendor data earlier, not wait until January.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"7_Submission_history\"><\/span>7. Submission history<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Submission history gives your team accountability.<\/p>\n\n\n\n<p>If a vendor says they already submitted a W-9, your team should not have to search old emails, Slack messages, spreadsheets, or shared drives to confirm it.<\/p>\n\n\n\n<p>A cleaner process keeps the completed W-9 and the submission record together.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Why_name_and_TIN_mismatches_create_real_work\"><\/span>Why name and TIN mismatches create real work<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>A name\/TIN mismatch is one of the most common vendor record problems.<\/p>\n\n\n\n<p>The IRS states that TIN Matching is a pre-filing service used to validate TIN and name combinations before submitting information returns. That matters because incorrect combinations can lead to IRS notices and correction work.<\/p>\n\n\n\n<p>The IRS W-9 requester instructions also explain that the IRS may send a notice if the payee\u2019s name and TIN on an information return do not match IRS records. In some cases, a payer may need to send a \u201cB\u201d notice to the payee to request another TIN.<\/p>\n\n\n\n<p>This is where weak vendor intake becomes expensive.<\/p>\n\n\n\n<p>If your business paid a contractor without collecting a completed W-9, your team may not have the correct legal name or TIN when it is time to prepare 1099s. If the vendor record was created quickly just to process payment, cleanup gets pushed to year-end.<\/p>\n\n\n\n<p>That is not a process. That is delayed risk.<\/p>\n\n\n\n<p>For AP teams, IRIS replacing FIRE is less about software and more about data readiness.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Do_not_wait_until_after_payment_to_collect_W-9s\"><\/span>Do not wait until after payment to collect W-9s<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>The worst time to request a W-9 is after the vendor has already been paid.<\/p>\n\n\n\n<p>At that point, the vendor has less urgency. Your AP team is under pressure. The accounting team is closing books. The CPA or tax preparer is asking for clean data. Everyone is working backward.<\/p>\n\n\n\n<p>A better workflow is simple:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Request the W-9 before the first payment.<\/li>\n\n\n\n<li>Explain why the form is needed.<\/li>\n\n\n\n<li>Send automatic reminders.<\/li>\n\n\n\n<li>Keep completed W-9s in a secure central location.<\/li>\n\n\n\n<li>Review exceptions monthly.<\/li>\n\n\n\n<li>Avoid relying on January cleanup.<\/li>\n<\/ul>\n\n\n\n<p>Some businesses use a \u201cNo W-9, no pay\u201d workflow. That does not mean being aggressive with vendors. It means setting a clear payment policy so tax information is collected before it becomes a filing-season problem.<\/p>\n\n\n\n<p>IRIS replacing FIRE makes it more important to collect W-9 forms before payment, not after.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"W-9_cleanup_checklist_before_IRIS_replacing_FIRE\"><\/span>W-9 cleanup checklist before IRIS replacing FIRE<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Use this checklist before filing season pressure begins.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><thead><tr><th>Vendor Data Check<\/th><th>What to Review<\/th><th>Why It Matters<\/th><\/tr><\/thead><tbody><tr><td>Completed W-9<\/td><td>Confirm every reportable U.S. vendor has a completed W-9 on file<\/td><td>Reduces last-minute chasing<\/td><\/tr><tr><td>Legal name<\/td><td>Match the name shown on the W-9<\/td><td>Helps avoid name\/TIN confusion<\/td><\/tr><tr><td>Business name \/ DBA<\/td><td>Keep DBA separate from legal name<\/td><td>Prevents incorrect vendor labeling<\/td><\/tr><tr><td>TIN<\/td><td>Confirm the TIN field is complete<\/td><td>Supports accurate 1099 preparation<\/td><\/tr><tr><td>Tax classification<\/td><td>Review the selected federal tax classification<\/td><td>Helps determine reporting treatment<\/td><\/tr><tr><td>Mailing address<\/td><td>Check for complete and current address details<\/td><td>Supports recipient delivery<\/td><\/tr><tr><td>Vendor status<\/td><td>Mark requested, received, reviewed, missing, or needs correction<\/td><td>Gives AP a clear follow-up list<\/td><\/tr><tr><td>Storage location<\/td><td>Keep completed W-9 PDFs in a secure central system<\/td><td>Avoids inbox and spreadsheet chaos<\/td><\/tr><tr><td>Submission history<\/td><td>Track when the W-9 was received<\/td><td>Creates internal accountability<\/td><\/tr><tr><td>Exception list<\/td><td>Identify vendors needing correction or follow-up<\/td><td>Prevents January surprises<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p>This cleanup does not need to wait until year-end. A mid-year vendor audit is one of the simplest ways to reduce 1099 season stress.<\/p>\n\n\n\n<p>If IRIS replacing FIRE is already on your compliance radar, your W-9 process should be reviewed now.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Why_spreadsheets_are_risky_for_W-9_and_vendor_records\"><\/span>Why spreadsheets are risky for W-9 and vendor records<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Spreadsheets can work for a very small vendor list. But they break down quickly as the business grows.<\/p>\n\n\n\n<p>The most common spreadsheet problems include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Sensitive TIN data stored insecurely<\/li>\n\n\n\n<li>Multiple versions of the same file<\/li>\n\n\n\n<li>No clear record owner<\/li>\n\n\n\n<li>No automatic reminders<\/li>\n\n\n\n<li>No submission history<\/li>\n\n\n\n<li>No easy way to identify stale records<\/li>\n\n\n\n<li>No connection between the completed W-9 and the vendor profile<\/li>\n\n\n\n<li>Manual sorting and filtering errors<\/li>\n\n\n\n<li>No audit trail<\/li>\n<\/ul>\n\n\n\n<p>Spreadsheets feel flexible, but flexibility is not the same as control.<\/p>\n\n\n\n<p>The move to IRIS replacing FIRE gives businesses a clear reason to stop relying on spreadsheets for vendor tax records.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"How_to_prepare_vendor_records_before_IRIS_replacing_FIRE\"><\/span>How to prepare vendor records before IRIS replacing FIRE<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Here is a practical action plan for AP teams, accounting teams, and CPA firms.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Step_1_Export_your_active_vendor_list\"><\/span>Step 1: Export your active vendor list<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Start with vendors paid during the current year. Include contractors, freelancers, professional service providers, rent-related vendors, legal service providers, and other payees that may require review.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Step_2_Identify_missing_W-9s\"><\/span>Step 2: Identify missing W-9s<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Mark each vendor as complete, missing, requested, or needs review.<\/p>\n\n\n\n<p>Do not rely on memory. Use a clear status field.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Step_3_Review_legal_names_and_business_names\"><\/span>Step 3: Review legal names and business names<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Compare vendor names in your accounting system against the W-9. Separate legal names from DBA or business names where needed.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Step_4_Check_TIN_status\"><\/span>Step 4: Check TIN status<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Confirm whether the TIN has been provided and whether it needs further review. Eligible payers or authorized agents may use IRS TIN Matching before filing information returns.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Step_5_Review_addresses\"><\/span>Step 5: Review addresses<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Check whether vendor addresses are complete and current. If a W-9 shows updated address information, update your records.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Step_6_Build_an_exception_list\"><\/span>Step 6: Build an exception list<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Create a list of vendors who need follow-up. This should include missing W-9s, incomplete forms, questionable names, missing TINs, or outdated addresses.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Step_7_Set_a_monthly_review_rhythm\"><\/span>Step 7: Set a monthly review rhythm<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Do not wait until January. Review W-9 status and vendor data monthly.<\/p>\n\n\n\n<p>IRIS replacing FIRE is a filing-system change, but vendor readiness is an ongoing operations habit.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Where_GetW9_fits_into_the_process\"><\/span>Where GetW9 fits into the process<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>GetW9 helps businesses collect, store, and track W-9 forms without relying on spreadsheets or manual follow-up.<\/p>\n\n\n\n<p>Instead of chasing vendors one by one, teams can send W-9 requests, track completion status, and keep completed W-9 PDFs organized with submission history. That gives AP and accounting teams a cleaner process before 1099 season begins.<\/p>\n\n\n\n<p>For businesses preparing for IRIS replacing FIRE, GetW9 supports the part that matters before filing: collecting accurate W-9 information from vendors and keeping those records easier to review.<\/p>\n\n\n\n<p>That means fewer inbox searches, fewer missing forms, and less January cleanup.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Final_takeaway_on_IRIS_replacing_FIRE\"><\/span>Final takeaway on IRIS replacing FIRE<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>IRIS replacing FIRE is a filing system change. But for most businesses, the bigger risk is not the IRS system itself.<\/p>\n\n\n\n<p>The bigger risk is entering a more digital filing environment with messy vendor data.<\/p>\n\n\n\n<p>If your W-9 process depends on spreadsheets, inbox searches, manual reminders, and last-minute cleanup, the IRS transition should be your signal to fix the process now.<\/p>\n\n\n\n<p>Clean W-9 records before filing season. Review vendor data before year-end. Build a process that makes 1099 preparation easier before the pressure starts.<\/p>\n\n\n\n<p>GetW9 helps growing teams collect, store, and track completed W-9s so vendor records are cleaner, easier to manage, and ready before filing season arrives.<\/p>\n\n\n\n<p>Prepare your vendor records before IRIS replacing FIRE becomes a filing-season problem. Use <a href=\"https:\/\/getw9.tax\/?utm_source=blog&amp;utm_medium=blog_article&amp;utm_campaign=blog#pricing\" type=\"link\" id=\"https:\/\/getw9.tax\/?utm_source=blog&amp;utm_medium=blog_article&amp;utm_campaign=blog#pricing\">GetW9<\/a> to collect, store, and track W-9s without spreadsheets or last-minute chasing.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"FAQ\"><\/span>FAQ<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1780852739696\"><strong class=\"schema-faq-question\">What is IRIS?<\/strong> <p class=\"schema-faq-answer\">IRIS stands for Information Returns Intake System. It is the IRS online system businesses can use to electronically file certain information returns, including Form 1099 series returns.<br><\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1780852753155\"><strong class=\"schema-faq-question\">Is IRIS replacing FIRE?<\/strong> <p class=\"schema-faq-answer\">Yes. The IRS has stated that the FIRE system is targeted for retirement in Tax Year 2026 \/ Filing Season 2027, and IRIS will become the intake system for information returns currently received through FIRE.<br><\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1780852764504\"><strong class=\"schema-faq-question\">Does IRIS collect W-9 forms?<\/strong> <p class=\"schema-faq-answer\">No. IRIS is used for filing information returns such as 1099 forms. W-9 forms are collected by businesses from vendors before filing season to gather taxpayer information such as legal name, tax classification, address, and TIN.<br><\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1780852775977\"><strong class=\"schema-faq-question\">Why does W-9 data matter before using IRIS?<\/strong> <p class=\"schema-faq-answer\">IRIS can help with electronic filing, but it cannot fix incomplete or inaccurate vendor records. Businesses still need clean W-9 data, including legal names, TINs, tax classifications, and addresses before preparing 1099 forms.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1780852794742\"><strong class=\"schema-faq-question\">Who needs to file information returns electronically?<\/strong> <p class=\"schema-faq-answer\">Starting with Tax Year 2023, businesses filing 10 or more information returns generally must file them electronically unless they receive a waiver from the IRS.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1780852811655\"><strong class=\"schema-faq-question\">What should businesses do before 2027?<\/strong> <p class=\"schema-faq-answer\">Businesses should review vendor records, collect missing W-9s, confirm legal names and TINs, update addresses, and create a clear exception list before filing season pressure begins.<\/p> <\/div> <\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Reference_links_used_in_this_article\"><\/span>Reference links used in this article<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.irs.gov\/e-file-providers\/filing-information-returns-electronically-fire\">IRS FIRE system retirement update<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.irs.gov\/taxtopics\/tc801\">IRS Topic 801: Who must file information returns electronically<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.irs.gov\/filing\/e-file-information-returns\">IRS E-file information returns<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.irs.gov\/taxtopics\/tc802\">IRS Topic 802: Applying to file information returns electronically<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.irs.gov\/tax-professionals\/taxpayer-identification-number-tin-matching\">IRS TIN Matching service<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.irs.gov\/instructions\/iw9\">IRS Instructions for the Requester of Form W-9<\/a><\/li>\n<\/ul>\n\n\n\n<p><strong>Disclaimer:<\/strong> This article is for general informational purposes only and should not be treated as tax, legal, or accounting advice. Businesses should consult a qualified tax professional for guidance specific to their situation.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>IRIS replacing FIRE: what businesses need to know IRIS replacing FIRE is not just an IRS filing system update. It is a warning sign for businesses, CPA firms, bookkeepers, and accounts payable teams to clean up vendor W-9 data before filing season 2027. If your legal names, TINs, tax classifications, addresses, or completed W-9 records [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":3980,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[207],"tags":[130,235,253,67,240,77],"class_list":["post-3977","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-1099-prep","tag-1099-nec","tag-accounts-payable","tag-iris","tag-tin-matching","tag-vendor-data","tag-w-9"],"blocksy_meta":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>IRIS Is Replacing FIRE: Why Clean W-9 Data Matters Before 2027<\/title>\n<meta name=\"description\" content=\"The IRS is moving information return filing from FIRE to IRIS for filing season 2027. 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It is the IRS online system businesses can use to electronically file certain information returns, including Form 1099 series returns.<br>","inLanguage":"en-US"},"inLanguage":"en-US"},{"@type":"Question","@id":"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#faq-question-1780852753155","position":2,"url":"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#faq-question-1780852753155","name":"Is IRIS replacing FIRE?","answerCount":1,"acceptedAnswer":{"@type":"Answer","text":"Yes. The IRS has stated that the FIRE system is targeted for retirement in Tax Year 2026 \/ Filing Season 2027, and IRIS will become the intake system for information returns currently received through FIRE.<br>","inLanguage":"en-US"},"inLanguage":"en-US"},{"@type":"Question","@id":"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#faq-question-1780852764504","position":3,"url":"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#faq-question-1780852764504","name":"Does IRIS collect W-9 forms?","answerCount":1,"acceptedAnswer":{"@type":"Answer","text":"No. IRIS is used for filing information returns such as 1099 forms. W-9 forms are collected by businesses from vendors before filing season to gather taxpayer information such as legal name, tax classification, address, and TIN.<br>","inLanguage":"en-US"},"inLanguage":"en-US"},{"@type":"Question","@id":"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#faq-question-1780852775977","position":4,"url":"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#faq-question-1780852775977","name":"Why does W-9 data matter before using IRIS?","answerCount":1,"acceptedAnswer":{"@type":"Answer","text":"IRIS can help with electronic filing, but it cannot fix incomplete or inaccurate vendor records. Businesses still need clean W-9 data, including legal names, TINs, tax classifications, and addresses before preparing 1099 forms.","inLanguage":"en-US"},"inLanguage":"en-US"},{"@type":"Question","@id":"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#faq-question-1780852794742","position":5,"url":"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#faq-question-1780852794742","name":"Who needs to file information returns electronically?","answerCount":1,"acceptedAnswer":{"@type":"Answer","text":"Starting with Tax Year 2023, businesses filing 10 or more information returns generally must file them electronically unless they receive a waiver from the IRS.","inLanguage":"en-US"},"inLanguage":"en-US"},{"@type":"Question","@id":"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#faq-question-1780852811655","position":6,"url":"https:\/\/getw9.tax\/blog\/iris-replacing-fire-clean-w9-data-before-2027\/#faq-question-1780852811655","name":"What should businesses do before 2027?","answerCount":1,"acceptedAnswer":{"@type":"Answer","text":"Businesses should review vendor records, collect missing W-9s, confirm legal names and TINs, update addresses, and create a clear exception list before filing season pressure begins.","inLanguage":"en-US"},"inLanguage":"en-US"}]}},"_links":{"self":[{"href":"https:\/\/getw9.tax\/blog\/wp-json\/wp\/v2\/posts\/3977","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/getw9.tax\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/getw9.tax\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/getw9.tax\/blog\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/getw9.tax\/blog\/wp-json\/wp\/v2\/comments?post=3977"}],"version-history":[{"count":3,"href":"https:\/\/getw9.tax\/blog\/wp-json\/wp\/v2\/posts\/3977\/revisions"}],"predecessor-version":[{"id":3981,"href":"https:\/\/getw9.tax\/blog\/wp-json\/wp\/v2\/posts\/3977\/revisions\/3981"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/getw9.tax\/blog\/wp-json\/wp\/v2\/media\/3980"}],"wp:attachment":[{"href":"https:\/\/getw9.tax\/blog\/wp-json\/wp\/v2\/media?parent=3977"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/getw9.tax\/blog\/wp-json\/wp\/v2\/categories?post=3977"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/getw9.tax\/blog\/wp-json\/wp\/v2\/tags?post=3977"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}