Store & track W-9s in Vault

Centralize W-9 collection so tax season isn’t a scramble. This guide shows how to file, find, and sync W-9s with vendor tax status.

1

Upload W-9s to Vault

Go to Vault.
Click Upload Document (top right) and select the W-9 file.
(Optional) Add a description or tags that match your naming conventions.
Click Save.

Tip: ✨Digits auto-recognizes and names common W-9 formats.

2

Filter and find W-9s fast

In Vault, open Filters.
Set Document Type = W-9 (or 1099) to list just the forms you need.
Use Search (vendor name) or Sort (newest first) to narrow results.

3

Reflect W-9 Status in Vendors → Taxes

Open Vendors → Taxes.
Find the vendor and set W-9 Status = W-9 Available.
(If needed) Update Entity Type and mark 1099-qualified transactions. Note: Eligibility for 1099s is based on Entity Type and total 1099-qualified spend.

See: Get Tax Ready with Digits: 1099s, W9s, & Year-End Prep for more info.

Best practices

Request W-9s once a vendor crosses your 1099 threshold.
Store the most recent signed version; add the year in the file name for clarity.
Link the W-9 to any internal checklist so reviewers can open it from context.

Frequently Asked Questions

Can I upload multiple W-9s for the same vendor?

Yes. Keep the most recent as primary and retain prior versions for audit history.

Where should I manage 1099 eligibility?

Use Vendors → Taxes to review 1099 status, W-9 status, Entity Type, and to mark 1099-qualified transactions.

Got a question or feedback? Our team is all ears—come say hello!

Contact Digits Support