A new contractor's starting next week. You need their W-9 before the first invoice clears, otherwise you can't run 1099s at year-end. The old way involves printing, faxing, and remembering.
The IRS accepts electronically signed W-9s. Use it.
Use the latest W-9 PDF
Download the current W-9 form from the IRS website. The IRS updates the form periodically; using an old version risks rejection downstream. Save the master template in your onboarding workflow and reuse for every new contractor.
Send for signature
Sign PDF lets you drop fields for the contractor to fill in (name, address, TIN, classification) and a signature field at the bottom. Send the link by email, the contractor fills and signs from their phone or browser, the signed PDF lands in your inbox with an audit trail.
Verify before filing
Check the signed W-9 against what the contractor will be paid under. Name and TIN must match what you'll later put on the 1099. The IRS rejects 1099s with mismatched TINs and you'll spend hours fixing it. A two-minute verification at W-9 receipt avoids it.
Store securely
Password-protect signed W-9s before storing them in your client folder. TINs are sensitive — they should be encrypted at rest. Retain for the life of the engagement plus four years (the IRS limitations period). Delete after that to reduce data exposure.
FAQ
Does the IRS accept e-signed W-9s?
Yes — the IRS accepts electronically signed W-9s where the e-signature reliably authenticates the signer. Standard e-signature platforms qualify.
Should I verify the contractor's TIN?
Yes — use the IRS TIN Matching service before issuing payments. It prevents 1099 mismatches at year-end.
Can a foreign contractor sign a W-9?
Foreign contractors use a W-8 series form, not a W-9. Don't accept a W-9 from a non-US person.
How long should I keep W-9s?
For the life of the engagement plus the IRS's four-year limitations period — typically seven years total.
Get the W-9 signed before the first invoice. Send via Flint and year-end runs smoothly.