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. You get notified when it's submitted and can see which subs still have a W-9 missing.

When should I collect a W-9 from a subcontractor?

Before the first payment — ideally at onboarding, before work begins. Collecting a W-9 at onboarding means you never issue a payment without one on file. 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.

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.

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

Subcontractor W-9 Collection Without the Year-End Chase

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

How W-9 collection works in TrackMyVendor

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

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.

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.

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 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, and OR state databases

The old way vs. TrackMyVendor

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."

Sandra M.

Office Manager, Residential GC — Florida

Simple pricing

W-9 collection is included in Starter — alongside AI COI parsing and automated alerts.

30-day free trial on paid plans — no credit card required

Free

Up to 25 subcontractors · 1 user

License verification (TX, FL, CA, WA, OR)
Magic link uploads (sub self-service)
Document storage
W-9 collection (Starter+)

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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 in the Starter plan at $39/month, which also includes AI COI parsing and automated alerts. There's a 30-day free trial, 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

Subcontractor W-9 Collection Without the Year-End Chase

The W-9 problem that happens 52 weeks a year

How W-9 collection works in TrackMyVendor

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

Sub uploads directly — no account required

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

W-9 tracking plus every other compliance document

W-9 Forms

Certificates of Insurance

Contractor Licenses

Other Documents

The old way vs. TrackMyVendor

Simple pricing

What to look for in W-9 collection software

Frequently asked questions

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

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