1099 compliance that
runs itself.
Connect your spend data, flag who needs a W-9, collect the forms, and file 1099s — without the January scramble.
The problem
W-9s are an afterthought — until they're an emergency.
Most companies don't think about 1099s until Q4. By then, vendors have moved, emails bounce, and the IRS deadline doesn't care.
- No idea which vendors crossed the $600 threshold
- W-9s scattered across email threads and shared drives
- Manual data entry errors cause TIN mismatches with the IRS
- $310/form penalties for late or incorrect filings
Vendors requiring a 1099 that most companies miss
1 in 4
Due to poor payment tracking across tools
IRS penalty per incorrect or late 1099
$310
Higher penalty for intentional disregard
Average time to collect W-9s manually
3 weeks
When chasing vendors by email in January
How it works
From raw payments to filed 1099s — on autopilot.
Know exactly who needs a W-9
Connect your accounting data and W9 Tracker flags every vendor who crosses the IRS $600 threshold — no spreadsheets.
- IRS threshold tracking in real time
- Excludes employees & card payments
Vendors fill it out themselves
Send a W-9 request with one click. Vendors get a secure email link and complete the form in minutes — no account needed.
- AI-OCR data extraction
- Automatic validation & reminders
File 1099s on time, every time
Once forms are verified, e-file 1099-NECs directly with the IRS. Never miss a January 31 deadline again.
- Direct IRS e-filing
- IRS deadline reminders
Connects to your stack
Sync vendor payment data from the tools you already use. No manual exports, no duplicate entry.
- QuickBooks Online
- CSV import for anything else
Vendor experience
Vendors submit in minutes, not days.
Vendors don't want accounts or paperwork. W9 Tracker gives them a clean, fast portal that works on any device.
- Secure one-time email link — no account required
- Fill out digitally or upload an existing PDF
- AI validates and flags issues instantly
- Done in under 2 minutes
Email preview
From: noreply@w9tracker.com
To: vendor@acmecorp.com
Action required: W-9 form request from Acme Inc
Hi Acme Corp,
Acme Inc has requested a completed W-9 form from you for tax reporting purposes.
Please complete your form using the secure link below. It takes less than 2 minutes and no account is required.
This link expires after use and is unique to you.
Who uses W9 Tracker
The right fit across teams and company sizes.
Finance teams
Collect W-9s as vendors are onboarded. Walk into January with everything already filed.
Operations leads
One source of truth for every vendor's tax status. No spreadsheets, no shared drives, no wondering if the form is current.
Startups & SMBs
Enterprise-grade compliance without the overhead. Start free for up to 10 vendors, upgrade when you're ready.
Stop chasing tax forms manually.
Let W9 Tracker handle detection, collection, and filing — so your team focuses on what matters.