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Collect at onboarding · Not at 1099 deadline · No login for subs

Automated W-9 Collection Software for Subcontractors

Send a magic link when you add a sub. They upload their W-9 from any phone — no account, no login. By the time 1099 season hits, every form is already on file.

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No credit card required · Cancel any time

The W-9 problem that happens 52 weeks a year

You've got a new sub starting Monday. Before accounting sets them up for payment, they need a W-9 on file. You send an email. They're on a job site. A week goes by. Now you're paying them and the W-9 still isn't there. Your boss asks where it is. That's on you to explain — not accounting, not the sub.

Missing W-9s discovered at 1099 deadline, not at onboarding
W-9 forms emailed, printed, scanned — impossible to find later
No tracking of who submitted and who still owes you a form
IRS backup withholding risk when sub TINs are missing or incorrect

Collect and Store W-9s Through the Same Link as the COI

Collect W-9s at onboarding — not at year-end.

1

Add the sub — send the W-9 request at the same time

One-time link

When you add a new sub, send them a secure magic link. The same link lets them upload their W-9, COI, and any other required documents — all in one request, no back-and-forth.

2

Sub uploads directly — no account required

From phone or desktop

The sub uploads their signed W-9 via the secure link — no login, no app, no portal. The document lands in your dashboard and their compliance status updates instantly.

3

Track who's submitted — follow up on who hasn't

Real-time status

Your dashboard shows W-9 status for every sub — submitted, missing, or flagged. Filter for missing W-9s and send a reminder with one click. By the time 1099 season arrives, the work is already done.

The magic link handles the whole process — request, upload, dashboard update.

No PDF attachments over email. No saving to desktop and hoping you find it later.

Start collecting W-9s at onboarding 30-day free trial · No credit card

W-9 Data Extraction: the Form Is Read for You

When a sub uploads a W-9 as a PDF, AI reads it and fills in the record — on every plan, Free included. Nobody retypes the form into your vendor list.

Who the sub is

Name as shown on the tax return, business or disregarded-entity name,, and the street address with city, state and ZIP.

How they file

Federal tax classification — individual or sole proprietor, C or S corporation, partnership, trust or estate, LLC — so you know at a glance who gets a 1099.

Which TIN, without storing it

Whether the sub gave an SSN or an EIN, and its last four digits only. The full number is never extracted into the record.

When it was signed

The signature date, so an unsigned or years-old form stands out before 1099 season rather than during it.

W-9 tracking plus every other compliance document

TrackMyVendor tracks W-9 alongside COIs and contractor licenses — one complete picture of each sub's status.

W-9 Forms

Collected at onboarding, stored securely, status visible at a glance

Certificates of Insurance

AI-parsed COIs with expiration tracking and automated renewal alerts

Contractor Licenses

Verified automatically against TX, FL, CA, WA, OR, IL, CO, AZ, CT, AR, VA, and OH state databases

Other Documents

Safety certs, OSHA cards, signed agreements, and more

Streamline 1099 Tax Prep for Construction and Property Management

W-9 collection shouldn't be a Q4 fire drill.

Email chase TrackMyVendor
When W-9 is collected At year-end (usually too late) At onboarding, before first payment
What the sub has to do Email attachment or scan Upload via link — no login
Where the form is stored Email inbox, maybe a folder Secure dashboard, instantly findable
Who's still missing a W-9 Unknown until someone asks Visible in dashboard — one-click reminder
Same system as COI tracking No — separate process Yes — one request collects both
"We used to send a W-9 request email and then forget about it for months. Now I add a sub and the link goes out automatically. I haven't manually chased a W-9 since we started using this."
S
Sandra M.
Office Manager, Residential GC — Florida

Simple, transparent pricing

W-9 collection is included on every plan, including Free.

30-DAY FREE TRIAL — No credit card required

Free

$0
Up to 25 subcontractors · 1 user

Organize your roster and run COI tracking at zero cost. Free forever, no credit card.

  • ✓AI COI parsing & W-9 parsing — carriers, limits, dates and TINs read for you
  • ✓50-state license tracking, plus automated license verification against state databases
  • ✓Magic link onboarding — documents arrive through an upload link, no account needed
  • ✓Prospects — vet a sub before you hire: one link, then approve or decline
  • ✓Document vault — contracts, licenses, W-9s and insurance, filed by category
  • ✓Weekly compliance digest — a summary email of upcoming expirations
  • ✓Timestamped audit trail — the full history of every certificate
  • –Renewal reminders are sent by you — one click emails the upload link
Start Free — No Credit Card
Most Popular

Starter

$39/mo
Unlimited subcontractors · 2 users

Flat, predictable pricing for active general contractors and property managers.

  • ✓Everything in Free
  • ✓Unlimited subcontractors — no per-record fees and no 25-record ceiling
  • ✓Automated renewal reminders — email alerts at 90/60/30/7 days to your team and the subcontractor
  • ✓Safety documents read for you — EMR from the EMR letter, TRIR worked out from the OSHA 300A
  • ✓Projects & job sites — group subcontractors by job, with per-project coverage rules
  • ✓Calendar feed — deadlines live in Google Calendar, Outlook or Apple Calendar
  • ✓Bulk roster import — from a CSV or a certificate archive
  • ✓QuickBooks Online — compliance status on each matched vendor record, kept current automatically
  • ✓2 user seats — invite a second team member or coordinator
Start 30-Day Free Trial

Pro

$59/mo
Unlimited subcontractors · Unlimited users

Full automation, endorsement checks and integrations for growing teams.

  • ✓Everything in Starter
  • ✓AI endorsement verification — reads the additional insured, waiver of subrogation and primary & non-contributory pages
  • ✓Unlimited users & roles — access for foremen, office managers and admins
  • ✓API & integrations — the API, webhooks, Zapier, Make, Slack and Teams
  • ✓Insurance audit report — every sub's coverage and gaps over your policy year, for the premium audit
  • ✓Third-party categories — vendors, tenants, renters and franchisees on their own lists
  • ✓QuickBooks auto-sync — new and changed QuickBooks vendors reach your roster within minutes
Start 30-Day Free Trial

No contracts. Cancel anytime. See the full plan comparison →

What to look for in W-9 collection software

Should W-9 collection be part of your COI system?
Yes — and here's why: the bottleneck in both cases is getting the sub to act. If you have a system that already sends subs a magic link to upload their COI, you should be able to request a W-9 through the same link at the same time. Splitting them across two systems means two separate requests, two separate follow-ups, and twice as much chasing.
What's the IRS risk of not having W-9s on file?
The IRS requires you to apply 24% backup withholding on payments to contractors who haven't submitted a valid W-9. If you pay without one on file, accounting will ask why — and that question lands on whoever manages sub paperwork, not the sub. Collecting at onboarding eliminates the risk entirely.
When is the right time to collect a W-9?
Before the first payment — ideally at onboarding, before work begins. Waiting until 1099 season forces you to chase subs who have moved on, changed entities, or simply don't respond. The IRS does not accept "we couldn't reach them" as a reason for missing 1099s.

Frequently asked questions

How do I collect W-9 forms from subcontractors?
Collect at onboarding — before work begins. TrackMyVendor sends subs a secure magic link to upload their W-9 directly. No account or login required. You see who's submitted and who hasn't in your dashboard.
Can I automate W-9 collection?
Yes. Add a sub, and the collection request goes out automatically. They upload the form directly — no login. You get notified when it's submitted and can see who's still missing with one filter.
What happens if a sub doesn't submit a W-9?
The IRS requires 24% backup withholding on payments to contractors without a valid W-9 on file. TrackMyVendor flags missing W-9s before you make the payment — not after accounting asks why.
Can I track W-9 and COI in the same system?
Yes. TrackMyVendor tracks W-9, COI, and contractor licenses in one dashboard. The same magic link collects everything. Each sub's profile shows the status of every required document in one place.
How much does W-9 tracking cost?
W-9 collection and storage is included on every plan, including Free. Starter adds automated expiration alerts at $39/month, with a 30-day free trial and no credit card required. See full pricing →

Get W-9s at onboarding — not when accounting asks

Send a magic link when you add a sub. They upload from their phone. You move on. Every week, not just in Q4.

Start 30-day free trial

No credit card required

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