Collect W-9s without email chains.
Send a request, get a clean, validated W-9 back, and keep every version on file — without chasing anyone over email.
Who it's for: Accounts payable, vendor onboarding, and finance teams who need a current W-9 on file before they can cut a payment.
Try it now
Generate a W-9 request
Use the free tool first — no account needed. Move it into W-9 Collector when you want it monitored.
What it does
The job, handled end to end
- 1Sends a branded request link a vendor can complete in their browser — no account required on their end.
- 2Validates the TIN format, legal name, and signature fields before the form is accepted, so you stop collecting incomplete W-9s.
- 3Stores every submission with a timestamp, version history, and a complete record of who requested what and when.
- 4Reminds non-responders automatically so collection doesn't stall in someone's inbox.
How it works
Three steps
Request
Paste a list of vendors or add one by hand. Keelstar sends each a secure request link.
Collect
The vendor fills out the W-9 in their browser. Required fields are validated before submission.
Keep
The signed W-9 lands in your workspace with a full audit trail and is monitored for re-collection when it goes stale.
Recurring value
Where the real value is
A W-9 isn't a one-time task. Legal names change, entities reorganize, and a W-9 on file from four years ago may no longer match what's on the payment. Keelstar tracks the age and status of every W-9 and flags the ones that need re-collection — so you're never cutting a payment against a stale record.
Audit output
Every request, reminder, submission, and download is logged with a timestamp and actor. Export the full W-9 packet plus its history as evidence whenever finance, an auditor, or the IRS asks.
On the shared platform
Built in, not bolted on
Audit trails
Every action recorded with an actor and timestamp.
Version history
Every version of every document, kept and comparable.
Role-based permissions
Access is one decision, applied across workflows.
Exports
Hand any record or its history to finance or an auditor.
Notifications
Reminders that fire before deadlines, not after.
Shared platform
One foundation for every application you add.
Security & privacy
Security documentation available on request.
Fast self-serve setup
Live the same day. No consultants, no project.
FAQ
Common questions
No. The vendor completes the W-9 through a secure link in their browser. Accounts are only for the team collecting and monitoring the records.
Yes. Paste or upload a list and Keelstar sends each vendor an individual secure request, then tracks responses and reminders for the whole batch.
Keelstar tracks the age of every W-9 and flags records for re-collection based on the rules you set, so stale forms surface before they cause a payment problem.
In your Keelstar workspace, with version history and role-based access. You can export any record or the full set at any time.
Documentation
Start with W-9 Collector today
Live the same day. No consultants, no implementation project.