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1099 & W-9

1099 & W-9

How to collect W-9s

Efficient W-9, W-8, and W-4 collection helps prevent delays, reduces the risk of IRS penalties for incorrect or missing data, and helps ensure vendors are properly set up for tax reporting when 1099 filing season comes around.
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Avalara 1099 & W-9
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How it works

Collect and store W-9s with a lot less effort

  • Collect W-series forms when onboarding a vendor, long before filing season arrives.
  • Use real-time TIN matching to put the onus on your vendors to get their information right.
  • Avoid unnecessary filings by determining which vendors are corporations and thereby exempt from 1099 requirements.
  • Store your vendors’ sensitive information (such as social security numbers) in a secure repository.
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When you have just a few vendors

With our effective workflow for small and midsize businesses that employ a handful of vendors, simply enter vendor names and email addresses. Each vendor will immediately receive a request to submit their W-9 information online via an intuitive form. Businesses with many vendors on hand can save time and reduce manual efforts by importing a CSV template with all of their vendor information.
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When you have a constant flow of new vendors

Some industries, such as online marketplaces and gaming platforms, work with a lot of vendors and onboard them 24/7. These businesses need a method of integrating W-9 collection directly into their vendor onboarding workflow. Avalara 1099 & W-9 makes this possible via an embeddable widget.
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When you already have an internal system that’s up to the job

It’s often helpful for complex enterprises with multiple collaborative teams to consolidate platforms to minimize the costs of managing disparate applications. With the help of proprietary Avalara APIs, enterprises can turn their own internal system into a real-time W-9 collection platform.
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Benefits

Proactive W-9 collection with Avalara 1099 & W-9 makes 1099 reporting easier

Easier end-of-year scramble

Collect W-9s up front so you have the necessary tax identification information on hand before filing season. This helps avoid delays in issuing 1099s and reduces the need to chase down vendors at the last minute.
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Reduced risk of IRS penalties

Work with highly accurate W-9 data so you can file correct 1099 forms later on. Otherwise, errors in taxpayer identification numbers (TINs) or names can trigger backup withholding and potential IRS fines, which early W-9 collection could have prevented.
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Global vendor compliance

Collect a variety of W-8 forms through Avalara 1099 & W-9 to streamline your global vendor compliance. This helps ensure highly accurate documentation of non-U.S. payees and reduces the risk of withholding errors.
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Customer stories

See what our customers have to say

“Avalara came highly recommended by peers in the field and after using another product for 1099 processing last year, I knew I had to find a new solution moving forward. Avalara 1099 & W-9 was easy to use. I had almost everything prepped and uploaded well before the deadline, which was a huge relief. I had to issue a few corrections but doing that was simple and straightforward. I HIGHLY recommend!”

  • Elizabeth Dall
  • Owner, Lake Champlain Bookkeeping

“Avalara 1099 & W-9 made generating 1099-NEC forms one of the easier tasks I completed during tax season! The process was intuitive and easy to understand. Avalara took care of everything to help me keep my 1099-NEC client in compliance.”

  • Nancy Sporbert
  • Owner, N Sporbert Tax Service
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Frequently asked questions

Avalara 1099 & W-9 maintains a comprehensive list of frequently asked questions (FAQ) to help users navigate IRS 1099 and W-9 compliance with clarity and confidence.
More questions

You can access official IRS instructions for each form here: W-4 Instructions, W-8BEN Instructions, W-8BEN-E Instructions, and W-9 Instructions for Requesters.

Yes. From the official IRS W-9 instructions: “Require as the final entry in the submission an electronic signature by the payee whose name is on Form W-9 that authenticates and verifies the submission. The electronic signature must be under penalties of perjury, and the perjury statement must contain the language of the paper Form W-9.” For the W-4, the signature has the same validity as a faxed or copied signature.

You should collect W-9s, W-8s, and W-4s during vendor onboarding. If you already have a form on file from a previous year, it’s best practice to request an updated form annually.

Yes. One of our main goals is to help you go paperless. You can also use our platform to e-deliver W-2s, W-8s, and W-4s.

You can download a CSV file that includes names, addresses, Tax IDs, email addresses, account numbers, and more. Most accounting software platforms allow you to upload a vendor list via CSV file. In the future, we plan to integrate directly with Xero and QuickBooks to automatically update vendor information.

Live Q&A with 1099 experts

Got questions about the 1099-NEC, 1099-MISC, or the 1042-S? Tune into our twice-weekly January webinar and get the answers you need — straight from 1099 and accounts payable professionals.
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