W-9 collection
Sync validated W-9s to your ERP vendor master
Keelstar keeps W-9 status, legal names, and TIN validation aligned with your vendor master so payment systems see the same truth finance does.
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Related: W-9 Collector · W-9 collection · Vendor W-9 management · W-9 validation before payment · W-9 ERP sync · All solutions
The common problem
W-9s live in a side folder while the ERP vendor record stays stale. AP pays against outdated names and tax IDs until 1099 errors surface.
- Tax forms collected outside the ERP are ignored at payment
- Name changes on W-9s do not update vendor master fields
- No flag blocks pay runs when W-9 is missing or stale
- Reconciliation between systems happens only at year-end
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
Single source
One vendor record for tax and payment
Compliance status and validated W-9 fields map to the vendor profile your AP team already uses, reducing duplicate data entry.
Controls
Payment readiness gates in sync
When a W-9 is missing or fails validation, the vendor record reflects a hold status your team can act on before invoices release.
- Status visible on vendor profile
- Stale W-9 alerts before pay runs
- Legal name alignment with TIN records
Evidence
Audit trail both systems can reference
Export W-9 history from Keelstar when auditors compare ERP vendor data to tax documentation.
Who it's for
- ERP administrators managing vendor master data
- AP managers integrating compliance with payment
- Controllers reducing 1099 correction volume
- IT teams connecting finance systems
What good looks like
- Validated W-9 status visible on vendor records
- Legal name and TIN stay aligned with ERP fields
- Missing W-9s flag before payment release
- Stale forms trigger re-collection workflows
- Exportable history supports ERP audits
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.