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.
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.
Collect and Store W-9s Through the Same Link as the COI
Collect W-9s at onboarding — not at year-end.
Add the sub — send the W-9 request at the same time
One-time linkWhen 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.
Sub uploads directly — no account required
From phone or desktopThe 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.
Track who's submitted — follow up on who hasn't
Real-time statusYour 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.
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 daily against TX, FL, CA, WA, OR, IL, and CO 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."
Simple, transparent pricing
W-9 collection is included on every plan, including Free.
Free
Free forever. No credit card. No expiration date on the free tier.
- ✓AI COI parsing and AI W-9 parsing — carrier, limits, policy dates, name, TIN and tax classification read for you
- ✓Any other document, filed by category — contracts, financials, licensing, insurance
- ✓License tracking in all 50 states, plus automated daily state-database verification
- ✓Magic link uploads — your subs send documents without an account
- ✓Expiration tracking across every license, certificate and W-9
- ✓Weekly compliance digest by email
- ✓Timestamped audit trail
Starter
Solo GC or property manager tired of chasing renewals manually — less than the cost of discovering one expired license on inspection day.
- ✓Everything in Free
- ✓Unlimited subcontractors — no 25-record ceiling
- ✓Automated email alerts at 90/60/30/7 days — sent to your team and the contractor
- ✓Calendar feed — subscribe every deadline into Google Calendar, Outlook or Apple Calendar
- ✓Bulk import — add your roster from CSV or a certificate archive
- ✓Invite a second user to your account
Pro
Multiple job sites or properties, with a foreman or office manager who also needs access.
- ✓Everything in Starter
- ✓AI-parsed endorsements — additional insured, waiver of subrogation, primary & non-contributory, read off the endorsement pages
- ✓Projects — group subs by job or property, with per-project coverage requirements
- ✓Unlimited users & team roles
- ✓Integrations — API key, webhooks, Zapier, Make, Slack and Teams
- ✓Compliance reports (PDF & Excel)
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?
What's the IRS risk of not having W-9s on file?
When is the right time to collect a W-9?
Frequently asked questions
How do I collect W-9 forms from subcontractors?
Can I automate W-9 collection?
What happens if a sub doesn't submit a W-9?
Can I track W-9 and COI in the same system?
How much does W-9 tracking cost?
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 trialNo credit card required
Explore More
COI Tracking Software
Software for collecting and tracking COIs
Subcontractor Credential Tracking
Platform that tracks licenses, COIs, and W-9s for every sub
Contractor Onboarding Software
Onboard subcontractors without the back-and-forth
Document Storage
Manage all compliance documents securely
Alerts and Reminders
Get notified before documents expire
General Contractor Compliance Software
Subcontractor compliance software for GCs — licenses, COIs & W-9s
Vendor Insurance Tracking for Property Managers
Track vendor COIs, licenses & W-9s across every property
Staffing Agency Compliance
COI & W-9 tracking for every placement across your 1099 workforce
Transportation & Logistics Compliance
Auto liability COIs, W-9s & authority docs for owner-operators
Plans & Pricing
View plans and start your free trial