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Store and Track W9s in Digits Vault

Centralize W9 collection so tax season isn’t a scramble. This guide shows how to file, find, and sync W9s with vendor tax status.

1

Upload W9s to Vault

  1. Go to Vault.

  2. Click Upload Document (top right) and select the W9 file.

  3. Click Open.

Tip: ✨Digits auto-recognizes and names common W9 formats.

2

Filter and find W9s fast

  1. In Vault, open Filters.

  2. Set Document Type = W9 (or 1099) to list just the forms you need.

  3. Use Search (vendor name) or Sort (newest first) to narrow results.

3

Reflect W9 Status in Vendors → Taxes

  1. Open Vendors → Show tax status.

  2. Find the vendor and set W9 Status = W9 Required, W9 Not Required, W9 Available, or W9 Status Unavailable.

  3. (If needed) Update Entity Type and mark 1099-qualified transactions.

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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 W9s during onboarding or once a vendor crosses your 1099 threshold.

  • Store the most recent signed version; add the year in the file name for clarity.

  • Link the W9 to any internal checklist so reviewers can open it from context.

Frequently Asked Questions

Can I upload multiple W9s 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, W9 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