Frequently asked
questions.
Everything you need to know about W9 Tracker. Can't find your answer? Reach out to us.
Which tax forms does W9 Tracker handle?
W9 Tracker currently supports W-9 collection for US-based vendors and contractors. When you request a form, the vendor completes it through a secure online portal and their information is extracted and validated automatically.
Foreign vendor forms (W-8BEN, W-8BEN-E) are on the roadmap for Enterprise customers. If you have foreign vendors, reach out to us at support@w9tracker.com and we can discuss your situation.
Does W9 Tracker handle 1099-NEC filing?
Yes, on Pro and Enterprise plans.
Once a vendor's W-9 is collected and verified, we handle 1099-NEC filing on your behalf and submit it directly to the IRS before the deadline. You don't need a CPA or separate filing software.
The Free plan covers W-9 collection and threshold tracking, but does not include filing. Upgrading to Pro gives you the full workflow: collect, verify, and file.
How does W9 Tracker know when a vendor needs a W-9?
W9 Tracker applies IRS 1099-NEC rules automatically as payments come in.
The IRS requires a 1099-NEC for any vendor who receives $600 or more in non-card service payments in a tax year, excluding employees and incorporated businesses in most cases.
When you connect your payroll, HR, or accounting data, W9 Tracker classifies each payment as services or goods, tracks cumulative totals per vendor, and flags them as reportable the moment they cross the $600 threshold. They'll show up in your Actions queue ready for W-9 collection.
Do my vendors need to create an account to submit their W-9?
No. Vendors never need to sign up for anything.
When you request a W-9, the vendor receives an email with a secure, one-time link. Clicking it opens a portal where they fill out or upload their form directly. No account, no password, no friction.
The link is tied to a unique token that expires once the form is submitted, keeping the process simple and secure.
Is vendor tax information stored securely?
Yes. Security is built into the core of how W9 Tracker works:
• TINs (SSNs and EINs) are encrypted at rest and displayed masked everywhere in the app • All data is stored in isolated, organization-scoped records with no cross-tenant access • Form PDFs are stored in private, access-controlled storage buckets
We never store raw TIN values in plaintext, and vendor data is only accessible to your organization.
Which tools does W9 Tracker integrate with?
W9 Tracker connects to payroll, HR, and accounting platforms so your vendor payment data stays current without manual imports.
QuickBooks Online is available today. Brex, Ramp, Rippling, and Gusto are coming soon. If you use a different tool, you can import payment data via CSV in the meantime.
Enterprise customers can contact us at support@w9tracker.com to discuss custom integrations or prioritization.
Stop chasing tax forms manually.
Let W9 Tracker handle detection, collection, and filing so your team can focus on what matters.