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W-9 collection without the chasing

Subcontractor W-9 Tracking & Collection

W-9 Collection Automation for General Contractors and Property Managers

Stop chasing subcontractors for W-9 forms before tax season. TrackMyVendor sends a secure collection request, tracks who's submitted and who hasn't, and keeps every W-9 stored and accessible — so you're always 1099-ready without the manual follow-up.

Start free — track your first 25 subs No credit card required

The W-9 scramble no GC wants to deal with

It's November. Your accountant needs W-9s for every sub you paid over $600 this year for 1099 filing. Half of them never submitted one. The other half submitted forms two years ago that may have changed. You spend three weeks chasing people who are already off on the next job.

Missing W-9s discovered at 1099 deadline, not upfront
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

How W-9 collection works in TrackMyVendor

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

1

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

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

2

Sub uploads directly — you see it instantly

The sub uploads their signed W-9 via the secure link — no login required on their end. The document lands in your dashboard and the sub's compliance status updates automatically.

3

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

Your compliance 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.

W-9 tracking plus everything else in one dashboard

TrackMyVendor tracks W-9 alongside every other compliance document — so you get one complete picture of each sub's status.

W-9 Forms

Collected upfront, stored securely, status visible at a glance

Certificates of Insurance

AI-parsed COIs with expiration tracking and renewal alerts

Contractor Licenses

Daily checks against TX, FL, CA, WA, and OR state databases

Other Documents

Safety certs, OSHA cards, signed agreements, and more

Who uses TrackMyVendor for W-9 tracking

General Contractors

Collect W-9 at sub onboarding alongside COI — no separate tax document chase at year-end.

Property Managers

Manage W-9 and insurance compliance across dozens of vendors and properties in one place.

HOA Boards

Require W-9 as part of your vendor onboarding checklist alongside license and insurance verification.

Homebuilders

Keep trade subs compliant on W-9 and insurance before they break ground — not during closeout.

Frequently asked questions

How do I collect W-9 forms from subcontractors?
The most efficient way is to collect W-9 at subcontractor onboarding — before work begins — rather than chasing at year-end. TrackMyVendor sends subs a secure magic link to upload their W-9 directly. You see submission status in your dashboard and can filter for anyone still missing.
Can I automate W-9 collection from subcontractors?
Yes. TrackMyVendor sends a secure W-9 collection request to each subcontractor when you add them. They upload the form directly — no login required on their end. You get notified when it's submitted and can see which subs still have a W-9 missing.
What happens if a subcontractor doesn't submit a W-9?
The IRS requires you to withhold 24% backup withholding from payments to contractors who haven't provided a valid W-9. TrackMyVendor flags missing W-9s so you can follow up before making payments — not after.
Can I track W-9 and COI in the same system?
Yes — that's the point. TrackMyVendor tracks W-9, COI, and contractor licenses in one dashboard. The same magic link that collects a COI can also collect a W-9. Each sub's compliance profile shows the status of every required document in one place.

Stop chasing W-9s at year-end

Collect them at onboarding. Track status all year. Stay 1099-ready without the scramble.

Start free — track your first 25 subs

No credit card required

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Automated Alerts

Get notified before documents expire

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Property Managers

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Plans & Pricing

View plans and start your free trial