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Business compliance

Collect W-9s with a link, signed and ready for the 1099.

Each payee gets a link to the current Form W-9: name, business name, federal classification, exemption codes, address, TIN and the Part II certification, signed electronically under penalties of perjury. The TIN is stored encrypted, the signed PDF is kept with the payee, and the data flows into the 1099-NEC or 1099-MISC without re-keying. Part of the business compliance plan, $49 a month per business.

Form W-9 (Rev. March 2024) from every payee before 1099-NEC is due February 1, 2027

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An electronic W-9 is valid when the system meets the IRS conditions: it ensures the information received is what the payee sent, documents each access, is reasonably certain the signer is the person named, requires an electronic signature under penalties of perjury, and can produce a paper copy on request. Instructions for the Requester of Form W-9 (Rev. 3-2024)
No W-9, no TIN: withhold 24%. Backup withholding on nonemployee compensation starts with the next payment when a payee has not furnished a TIN, and the 1099 is filed anyway. IRC §3406; Pub 1281

What the current Form W-9 asks for

Form W-9 and its requester instructions, revision March 2024.

Lines 1 and 2
The name as shown on the tax return, and a business or disregarded-entity name if different. Form W-9 (Rev. 3-2024)
Line 3a and 3b
Federal tax classification: individual or sole proprietor, C corporation, S corporation, partnership, trust or estate, LLC (with its C, S or P tax status), or other. Line 3b flags a partnership, trust or estate with foreign partners or owners. Form W-9 (Rev. 3-2024), line 3b new in this revision
Line 4
Exempt payee code and FATCA exemption code, for the payees that have one. Form W-9 instructions
Lines 5 to 7
Address, city, state and ZIP, and optional account numbers. Form W-9
Part I and Part II
The TIN (SSN or EIN) and the certification, signed under penalties of perjury, that the TIN is correct, the payee is not subject to backup withholding, is a U.S. person, and the FATCA code is correct. Form W-9, Parts I and II
Solicitation schedule
Request the TIN when the account is opened; if none comes, a first annual solicitation by December 31 of that year and a second by December 31 of the next. The record of these requests is what supports a penalty waiver. Pub 1281; Reg. §301.6724-1

How W-9 collection works in the plan

  • One link per payee

    Create the payee, send the link by email or paste it into your own message. The link is a secret token, not a login, and can be revoked.

  • The current form, field for field

    Every line of Form W-9 (Rev. March 2024) including line 3b and the exemption codes, with the classification driving which 1099 box applies later.

  • E-signature under penalties of perjury

    The payee types their name, the certification text is shown in full, and the signature, time and address are recorded with the submission.

  • Encrypted TIN, last four shown

    The TIN is sealed with AES-256-GCM on arrival. Screens show the last four digits; the full number is written only into the IRS files you export.

  • Signed PDF kept

    A PDF of the signed form is stored with the payee for as long as you keep the business, and can be produced if the IRS asks for a paper copy.

  • Straight into the 1099

    Name, classification, address and TIN flow into the 1099-NEC or 1099-MISC and the IRIS CSV; the payee never has to be typed twice.

Questions

Is an electronically signed W-9 acceptable to the IRS?
Yes, when the collecting system meets the conditions in the requester instructions: integrity of the data, a record of access, reasonable certainty about the signer, a signature under penalties of perjury, and a paper copy on request. The plan is built to those conditions and keeps the signed PDF.
Do I need a W-9 from a corporation?
You should still ask. Payments to corporations are generally exempt from 1099-NEC and 1099-MISC reporting, but attorney fees and medical payments are reportable regardless, and the W-9 is how you learn the classification and the exempt payee code.
What if the payee will not sign?
Record the request. Without a TIN you withhold 24% from payments and file the 1099 anyway; your solicitation record is what supports a waiver of the penalty for a missing TIN.
Can a payee update their W-9 later?
Yes. A new link produces a new signed form; the earlier one stays in the record with its date, which is what the IRS expects when a name, address or classification changes.
Who can see the TIN?
The business owner, and only the last four digits on screen. The full number is decrypted only when writing the files you export for the IRS. It never appears in emails or logs.

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Add the business, add the payees, send the links. $49 a month per business covers unlimited payees and every 1099 they lead to.

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