> For the complete documentation index, see [llms.txt](https://help.digits.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.digits.com/firms-vendors-and-customers/w9-collection.md).
# Digits W-9 Collection
Collect W-9s as your client pays vendors, not in January. Digits sends the request, the vendor e-signs the form, and the W-9 lands on the vendor's record.
***
{% hint style="info" icon="lightbulb-on" %}
Request a W-9 when you add a new vendor during client onboarding, so you'll rarely need to chase one at year-end.
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### How to Request a W-9 in Digits
Start a request from any of these places:
* **When creating a vendor:** under **Tax Identity**, click **Request W-9**. Sending the request also saves the vendor.
* **From a vendor profile,** click **Request W-9**.
* **From the Directory:** select one or more vendors with the checkboxes, then click **Request W-9s**.
In the **Request W-9** window:
1. Confirm the **Business Name**.
2. Choose an **Email Address** saved on the vendor, or select **Add new email**.
3. (Optional) Edit the **Message**. Click **Preview** to see the email the vendor will get.
4. Click **Send W-9 request**.
{% hint style="info" %}
**Prefer to send it yourself?** Under **Share the link yourself**, click **Copy** and paste the link into your own email or message. Anyone with the link can submit the W-9, so share it only with the vendor.
{% endhint %}
***
### What the vendor sees when you send a W-9 request
The vendor receives an email titled **“\[Your name] requests your W-9”** with a **Complete your W-9** button. They don't need a Digits account, and the process takes about two minutes.
* **Upload an existing W-9:** Digits reads the form, including handwritten W-9s, and automatically fills in the fields for review.
* **Fill it out online:** Enter the required information directly in Digits.
The vendor then reviews their information, certifies its accuracy, and electronically signs by typing their full legal name. They then click **Submit W-9** to finish.
:sparkles: Digits automatically saves the completed W-9 under **Financial Details → Tax Identity** on the vendor's profile, and the W-9 status changes to **Received**. The vendor's legal name is also updated (if needed) from the form.
***
### Bulk request W-9s from several vendors at once
1. Go to **Vendors** → **Directory**.
2. Click **Edit** at the top of the page, then check the boxes next to the vendors you need W-9s from.
3. Click **Request W-9s** in the header.
4. Confirm the **Send to** email for each vendor. Each vendor gets their own secure link. Use **Copy Link** on a row to share one yourself.
5. Click **Send W-9 requests**.
If some requests don't go through, retry the vendors that are still selected.
***
### Follow up on a W-9 request
1. Go to **Vendors → Directory** or **Activity** and open the vendor's profile.
2. Select the **Financial Details** tab. The **Tax Identity** card shows the W-9 status: **Ready**, **Not required**, **W-9 Required**, **Needs review**.
3. To follow up:
* Click **Request W-9 Again** at the top of the profile to resend the request.
* Or open the menu on the **Tax Identity** card and select **Copy Link** to share the request directly.
***
### Upload a W-9 you already have
1. Open the vendor's profile and go to **Financial Details → Tax Identity**. (When you're creating a vendor, use the **Tax Information** section instead.)
2. Open the menu in the top right and choose **Upload**.
3. Select a PDF or image (up to 100 MB).
4. :sparkles: Digits reads the name, federal classification, tax ID, and address from the form. Review the extracted details. Fields Digits couldn't read show *Not found in the W-9.*
5. Click **Save**. The W-9 appears on the profile with the upload date.
No file? Choose **Enter Manually** from the same menu to type in the W-9 details.
***
### Upload several W-9s at once
Have a stack of signed W-9s? Upload the PDFs to [**Vault**](/firms-documents/documents-overview.md), and :sparkles:Digits reads each one and automatically attaches it to the matching vendor.
***
### Frequently Asked Questions
Where are W-9s stored?
W-9s are stored on the vendor's profile under **Financial Details → Tax Identity**. Completed forms attach automatically, and the W-9 status updates without manual changes.
To upload multiple existing W-9s at once, use **Vault**. Digits extracts the tax details and saves the forms to the corresponding vendor records.
Can I update a vendor's federal classification?
Yes. Collect or upload the vendor's W-9, or open their profile, go to **Financial details → Tax Identity**, and choose **Enter Manually**.
Does the vendor need a Digits account to submit a W-9?
No. The vendor opens a secure link from the email, completes and e-signs the form, and submits it. No account or login is needed.
Is the vendor's W-9 information secure?
Yes. W-9s are encrypted and stored in Digits, and only your client's business can see them. Digits shows only the last four digits of a vendor's TIN.
The vendor uploaded their own W-9. Why did they still have to sign?
Every W-9 submitted through Digits is reviewed and e-signed by the vendor, so the form on file is certified and current, even if they started from a file they already had.
The vendor didn't get the W-9 email. What should I do?
Ask them to check their spam folder. Confirm the email saved on their profile, then click **Request W-9 Again**. You can also choose **Copy Link** from the **Tax Identity** menu and send the link yourself.
Who can request and upload W-9s?
Anyone with permission to update vendors can request W-9s. Uploading or viewing W-9 files also requires access to secure files in Vault.
***
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Got a question or feedback? Our team is all ears—come say hello!
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Contact Digits Support
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***
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