Help

Help

To create a W-9 form for yourself personally or your company, select the Create W-9s button on the main dashboard.  There you will be given two options.  (1) Upload an existing scanned W-9 or (2) Create and digitally sign a new W-9.  To upload a W-9, simply drag and drop the W-9 file into the box and then key in the information from the form.  To create an electronic W-9, follow our step-by-step guided process, and then electronically sign the W-9. 

The dashboard is the first option located on the left menu bar.  You can also click on the My W-9s tab on the left menu bar and then on the Add W-9 button inside the page to get to the Add W-9 screen.

W9manager’s guided process helps users looking to create a W-9 navigate the complex IRS regulations in a way that a paper W-9 can’t.  The entire process has been created to help users create a correct, complete and signed W-9.  Help buttons provide contextual guidance during every step of the process.  Guided questions help the user determine the correct name, tax classification and TIN number to provide.  These items seem simple but are often not completed correctly.  For example, single member Limited Liability Companies with one owner are disregarded by the IRS and should provide the name and TIN number of the first owner that is not another disregarded entity.  Sole proprietors and independent contractors can avoid using their SSN.  We show you how.

Yes, one user can create a W-9 form and another user can sign the W-9 form.   To do this, create a new W-9 form and then in final signature step select the Send tab to select another user to sign the W-9 form.   Note that only an existing user can sign an electronic W-9 form as the email address is required to be validated.  The signer will then receive an email requesting that they sign the form within the application.  They will also receive a signature request alert each time they log into W9manager.  A W-9 form that is pending signature cannot be sent to another party until it is signed.  

From the dashboard select the Send W-9 button.  The dashboard is the first item located on the left menu bar.   (Users can also click on the My W-9s option as well, the second item on the left menu bar.)  If you need to create a W-9 form first, select the Add W-9 button.  Once you have determined the W-9 form to send, select the Action button to the right of the W-9 form and then click on Send in the drop-down menu.  A pop-up box will appear.  Complete the company name, contact name, and contact email fields.  Below the entry fields you can review the actual W-9 form that you are sending.  When everything is correct, click Send

If you do not see your W-9 form and are certain that you created it, check the company that you are currently working in to make sure it is correct.  The current company can be determined and changed in the drop-down menu in the top left corner of W9manager.

When a W-9 form is sent, the recipient of the W-9 form is sent an email with a link to download the W-9 form using a secure SSL connection.  Included in the email is the sender’s name, company name, email, and phone number.  If the recipient of the W-9 form is an existing W9manager user, they will be required to log into their account to see the W-9 form. 

From the dashboard select the Request W-9s button on the far right.  The dashboard is the first option located on the left menu bar.  Once you are on the Request W-9s screen you will see a drop-down menu under the Vendors heading.  Select the menu and you will see an option to select an existing vendor or create a new vendor.  If you want to send a W-9 form to an existing vendor, select that specific vendor in the drop-down menu and click the Send Request button.  If you need to create a new vendor, select the New Vendor option in the drop-down menu.  Complete the two input fields, company name and contact email, and then click the Send Request button.  If you would like to complete all the vendor information fields available when creating a vendor, select the Vendors option on the left menu bar and click on the New Vendor tab. 

The vendor will receive an email asking them to create an account in W9manager.  The email will explain the W9manager process and include the requester’s name, email address, company name and telephone number.

To create a vendor click on the Vendors option on the left menu bar.  Once on the Vendors page click on the New Vendor button.   Complete all the desired fields and click Create Vendor.  A vendor is also created on the Request W-9s page when a user selects the New Vendor option in the drop-down field.  This is a quick add process and only collects the vendor’s name and contact email.  

To edit a vendor click the Edit button to the right of the vendor.  To delete a vendor click the Delete button to the right of the vendor.

Click on the Accounts option on the left menu bar to create a new account.  Once on the accounts page, click on the New Accounts button.   Complete all the desired fields and click Create Account.  

To edit an account click the Edit button to the right of the account.  To delete an account click the Delete button to the right of the account.

Click on your user name in the top right corner of the application and select Settings from the drop-down menu.   Once on the Settings page, scroll down to the Users section at the bottom of the page and click on the Add User button.   Complete all the desired fields and click Update User.  

To edit a user click the Edit button to the right of the user.  To delete a user click the Delete button to the right of the user.

Yes.  There are three user levels – Administrator, Manager and User.   Administrators have full access.  Managers can do everything except setting up users and managing plans/payments.   Users only have access to request a W-9 and confirm receipt.  They cannot view the W-9 form itself or access vendor detail screens.

No. All plans come with unlimited users and companies.

The first step in determining the 1099-MISC and 1099-NEC reportability of vendor payments is to request and receive the vendor’s W-9 form.  When a W-9 form is received it will show up in Action Items.  The Action Items option can be found near the bottom of the left menu bar.  Click on Action Items and it will open up to show you all the outstanding action items, categorized by the related company.  Find the W-9 form that was received under the W-9s Received tab for the related company.  Review the company and vendor that the W-9 form belongs to and then click on the Accept button.  Click on Yes when asked “Would you like to determine the reportability of payments to this vendor?”  

When you select Yes, W9manager will take you to the vendor detail screen.  Here you will be presented with 3 options, Credit Card Payments, Quick Select, and Guided Review.  Use the Credit Card Payments option when you only pay the vendor using a credit card, debit card or third party payment processor.  In this instance, the credit card merchant is responsible for issuing a 1099-K to the vendor and a 1099-MISC does not have to be sent.  Use the Quick Select option when you already know if the vendor payment is reportable or not on a 1099-MISC.   Finally, use the Guided Review if you don’t know if vendor payment is reportable or not.  Select the type of payment made to the vendor from the provided options and W9manager will determine the reportability of the payment. 

To revise or delete your reportability selections in the future, click on the Vendors option on the left menu bar.  Then click on the vendor name to go to the vendor detail screen.  From there you can delete any reportability selections or add new ones.

The paid plans in W9manager allow companies to determine if payments made to their vendor are reportable on a 1099-MISC form.   The vendor’s tax classification is obtained from the electronic W-9 form and compared to the type of payment selected by the user.   With both pieces of information, the system is able to determine if the vendor payment is reportable or likely not reportable.  Note that the reportability review is not intended for the financial and securities industries that have very specific regulations.

One of the areas we are very excited about is creating the ability for both the payee and the payor to come together and avoid the typical required mailing of 1099 forms.  This IRS required process wastes a tremendous amount of paper and natural resources each year as millions of 1099s are mailed.  When creating a company in W9manager the user is asked if they would like to consent to electronic delivery of their 1099 forms.  This legal consent allows all 1099 forms to be delivered using only electronic means.  Electronic delivery is typically a much faster way to receive your 1099 forms than with the postal service.  Note that the ability to deliver the 1099 electronically will depend on the payee’s technical ability. 

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