W-9 collection
Bulk W-9 collection software for large vendor rosters
Upload a vendor list and Keelstar sends tracked W-9 requests with field validation and automated reminders until every record is complete.
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Related: W-9 Collector · W-9 collection · Bulk W-9 request · W-9 collection software · W-9 year-end audit packet · All solutions
The common problem
1099 season turns into a manual mail merge. Finance teams paste emails, lose responses, and cannot prove which vendors were contacted when.
- Spreadsheet mail merges have no validation or version control
- No dashboard shows outstanding W-9s across business units
- Reminders depend on someone remembering to follow up
- Auditors ask for bulk request evidence AP cannot reconstruct
How W-9 collection works
Request
Send a secure link for vendors to complete IRS Form W-9. No vendor account required.
Validate
Required fields are checked before acceptance so blank or unsigned forms do not enter your records.
Monitor
Re-collect when records go stale. Reminders run until every active vendor has a current W-9 on file.
Benefits
- No vendor account required
- Bulk W-9 requests for vendor lists
- Full audit trail for tax and finance reviews
- Stale W-9 alerts before year-end reporting
Bulk outbound
Request hundreds of W-9s in one launch
Import vendor names and emails from CSV or your ERP export. Keelstar sends individual secure links with your branding and tracks each response separately.
Validation
Validate before records enter the vendor file
Required IRS fields are checked on every submission so incomplete forms never become your source of truth.
- Legal name and TIN format checks
- Tax classification validation for LLCs
- Automatic stale-form flags before year-end
Evidence
Export the full collection packet
Download request history, submissions, and reminder logs when tax or audit teams need proof of due diligence across the full roster.
Who it's for
- Controllers preparing large 1099 filing programs
- AP managers cleaning up vendor master tax data
- Healthcare finance teams with strict payer audits
- Shared services centers supporting multiple entities
What good looks like
- Bulk requests launch from a single vendor list
- Each submission is validated before acceptance
- Reminders run on a shared cadence until complete
- Outstanding vendors appear on one dashboard
- Full history exports for tax and audit review
Need a tracked version? Set up a vendor portal, vendor onboarding workflow, or browse all solution guides.
FAQ
No. Vendors and employees complete tasks through secure links. Your team manages workflows inside Keelstar.
Yes. Request history, submissions, approvals, and screening results export with timestamps.
Most teams start with one workflow and expand to the full vendor packet as they onboard more modules.
You control reminder cadence. Keelstar nudges non-responders until they submit or you escalate.
Keelstar covers W-9, COI, OIG screening, contracts, invoices, and policies on shared vendor records.