Store and Track W-9s in Documents

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.

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1

Upload W-9s to Documents

1. Go to Documents.

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.

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

2

Filter and find W-9s fast

1. In Documents, 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.

3

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.

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

Best practices

• Request W-9s 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 W-9 to any internal checklist so reviewers can open it from context.

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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.

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Need help? Contact us at [email protected]