Stop Chasing TINs With Our Free W-9 Manager
Streamline the way you request and track W-9/W-8 forms
Why Do We Offer Our W-9 Manager for Free?
TaxBandits understands that with increasing demands on accounting firms, CPAs, Gig, gaming, and other onboarding platforms required compliance needs to be handled as efficiently and cost-effectively as possible. That’s why we offer free W-9 collection to streamline and reduce the cost of compliance. Our premium W-9 service provides the additional controls needed to preempt rework and risk.
TaxBandits’ free W-9 offering will:
-
Collect W-9 information from vendors, contractors,
and payees - Track completion status across all requests
- Protect taxpayer data in a secure, access-controlled system
Without cost, our customers:
- Reduce the overhead cost of required tax recordkeeping
- Meet IRS collection requirements without manual workflows or operational disruption
- Improve protection of personally identifiable information (PII), reducing exposure to reputational, financial, and legal risk
In addition to our free offering, TaxBandits’
premium W-9 service provides:
- Real-time TIN matching
- Detection of incomplete forms
- Identification of potentially fraudulent submissions
- Full audit visibility across all W-9 activity
To ensure our customers mitigate both cost and risk, TaxBandits' premium W-9 service:
- Resolves issues at intake to avoid delays and rework during Form 1099 preparation
- Mitigates IRS enforcement actions and penalties by eliminating avoidable errors
- Demonstrates due diligence for every W-9 collected, validated, and resolved
- Makes compliance cost-effective by addressing risks before they become liabilities
Supported Forms
Our W-9 Manager supports the key forms you need to collect from both US and non-US residents for tax reporting purposes.
Form W-9
Collect taxpayer identification from U.S. individuals and businesses.
Form W-8 BEN
Verify foreign individual beneficial ownership for tax purposes.
Form W-8 BEN-E
Capture foreign entity details to meet IRS withholding requirements.
Form W-8 ECI
Certify foreign persons with income effectively connected to a U.S. trade
or business.
Form W-8 IMY
Document intermediaries, such as foreign partnerships or trusts, for proper
tax withholding.
Form W-8 EXP
Establish a foreign government, organization, or tax-exempt status to claim exemption from
U.S. withholding.
How the TaxBandits W-9 Manager Works
3 Convenient Ways to Collect W-9/W-8
Email Request: Invite, collect, and store forms with ease
- Email a secure URL directly to your vendors, contractors, and other recipients.
- TaxBandits allows you to customize the email with your business logo to ensure a branded experience.
- Let recipients complete the appropriate forms online and receive instant notifications when they submit.
- Validate, securely store, and access the forms in your TaxBandits account anytime with ease.
Hosted Page: A secure public URL that works everywhere
- Get a unique, shareable public URL you can embed on your website, include in emails, or share directly with recipients
- Download a QR code and make it easy for recipients to access your hosted page and complete forms on the go
- This method is ideal for self-service, allowing recipients to access and submit forms anytime without needing an email invitation.
Have paper forms already? Upload and let our AI do the rest
- Upload paper copies of completed W-9/W-8 forms to our software.
- Our AI-powered system automatically and accurately extracts the information and stores data securely.
- You can use the data for your 1099 filing needs, reducing manual errors.
Instantly request W-9/W-8 forms using our Chrome extension
Add the TaxBandits W-9 Manager extension to your Google Chrome browser and instantly send
W-9/W-8 requests — no need to switch tabs or log in to TaxBandits.
Step-by-step instructions for vendors
With clear instructions and a secure portal, your recipients always know where they stand—no confusion, no paperwork.
Recipients can complete and e-sign their forms in just a few steps, from any device—no logins required.
Learn MoreSeamless 1099/1042-S Filing
Instant Notifications
As soon as your recipients complete their W-9/W-8 forms, you’ll receive email notifications.
TIN Matching
Validate recipient TINs against IRS records to reduce errors and avoid CP2100 Notices.
Seamless 1099/1042-S Filing
Use the W-9/W-8 data you collected to easily e-file 1099 or 1042-S forms in just a few clicks.
Automated Reminders
Easily resend requests to vendors with incomplete or overdue forms—no more manual follow-ups.
Connect With The Tools You Already Use!
Easily bring in existing recipient data by copying and pasting, uploading a CSV file, or connecting to QuickBooks, Xero, FreshBooks, or Zoho Books.
Automate W-9 Process with TaxBandits API Integration
Seamlessly integrate our developer-friendly API into your software or portal to take control of W-9 management and automate 1099 filing.
Tools Built For Tax Professionals
Manage everything from
one place
Track all W-9/W-8 requests and statuses from one centralized dashboard.
Empower your clients
Let your clients request W-9/W-8 forms directly from their recipients via a secure portal.
Delegate to your team
Invite your team and assign them roles.
Align with your branding
Customize the request emails and hosted page with your firm’s logo and colors.
Security You Can Trust
-
SOC-2 Certified
We adhere to robust industry security standards to maintain the highest level of trust. -
Data Encryption
All data is encrypted both in transit and at rest, ensuring your information
stays confidential. -
Secure Access Controls
Multi-factor authentication (MFA) adds an extra layer of protection to
user accounts. -
Regular Security Audits
Continuous monitoring and assessments keep our defenses strong and
up-to-date.
Our Customer Reviews
Trusted and loved by users like you.
4.9 rating of 52,784 reviews
See how TaxBandits helped businesses simplify and streamline their W-9 collection process.
Frequently Asked Questions about Form W-9
What is Form W-9?
Form W-9, Request for Taxpayer Identification Number and Certification, is an IRS form businesses use to obtain the Name, Address, and Taxpayer Identification Number (TIN) from contractors or vendors.
The information obtained through W-9 forms is used to e-file 1099 forms, which report payments made to vendors or independent contractors.
When should I request a W-9 online from a payee?
You should request a Form W-9 from a payee at the time you first engage them to provide services or before making any payments. This ensures you have their correct taxpayer identification number (TIN), name, and tax classification on file for IRS reporting purposes.
Obtaining the W-9 upfront helps you:
- Verify whether the payee is subject to IRS information reporting (e.g., issuance of Form 1099).
- Avoid backup withholding if the payee fails to provide a valid TIN.
- Ensure accurate and timely year-end tax filings.
It’s best practice to request the W-9 during the onboarding or contracting stage, rather than waiting until tax reporting deadlines.
What happens after I collect W-9/W-8 forms?
The collected data is validated and securely stored in your dashboard. You can use it for year-end 1099 or 1042-S filings with just a few clicks.
How long is it free to request W-9/W-8 forms?
TaxBandits' W-9/W-8 collection is completely free—no limits, no time restrictions, and no credit card required. You can request and collect an unlimited number of forms at no cost.
If the vendor doesn’t complete or respond to the W-9/W-8 request, can I resend the request?
Yes! With Automated Reminders, incomplete or overdue W-9/W-8 requests are automatically resent to vendors—no manual follow-ups required.
Can vendors complete the W-9/W-8 forms from a mobile device?
Yes, they can securely access, complete, and e-sign forms from any device—mobile, tablet, or desktop—without needing to log in.
Helpful resources about Form W-9
What is Form W-9?
Form W-9 for LLC
What is Backup withholding?
