# Store & track W-9s in Vault

***

{% stepper %}
{% step %}

### Upload W-9s to Vault

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

{% hint style="info" %}
**Tip:** :sparkles:Digits auto-recognizes and names common W-9 formats.
{% endhint %}
{% endstep %}

{% step %}

### Filter and find W-9s fast

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

{% step %}

### Reflect W-9 Status in Vendors → Taxes

1. Open **Vendors** → **Taxes**.
2. Find the vendor and set **W-9 Status = W-9 Available**.
3. (If needed) Update **Entity Type** and mark **1099-qualified** transactions.\
   Note: Eligibility for 1099s is based on **Entity Type** and total **1099-qualified spend**.
   {% endstep %}
   {% endstepper %}

See: [Get Tax Ready with Digits: 1099s, W9s, & Year-End Prep](/business-agentic-general-ledger/get-tax-ready.md) for more info. 

{% hint style="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.
  {% endhint %}

***

### Frequently Asked Questions

<details>

<summary>Can I upload multiple W-9s for the same vendor?</summary>

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

</details>

<details>

<summary>Where should I manage 1099 eligibility?</summary>

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

</details>

***

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{% column width="66.66666666666666%" valign="middle" %}
Got a question or feedback? Our team is all ears—come say hello!
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<p align="center"><a href="https://portal.usepylon.com/digits/forms/get-in-touch-with-digits-support" class="button primary" data-icon="envelope-open-text">Contact Digits Support</a></p>
{% endcolumn %}
{% endcolumns %}

***


---

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