W-9 collection
Request a W-9 from a vendor without email chaos
Keelstar sends a secure Form W-9 request your vendor completes in a browser. Required fields are validated on submission so AP never files an incomplete tax record.
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Related: W-9 Collector · W-9 collection · Collect W-9 online · W-9 reminder automation · W-9 validation before payment · All solutions
The common problem
Finance teams still ask for W-9s over generic email. Attachments get lost, legal names do not match payment records, and nobody can prove when the form was collected.
- Untracked email requests stall when vendors ignore one-off messages
- Unsigned or partial W-9s slip into shared drives without validation
- No single list shows which active vendors still lack a current W-9
- Auditors ask for request dates and versions 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
Outbound collection
Why a tracked request beats a PDF attachment
A secure request link tells you exactly who was asked, when they opened it, and when they submitted. Vendors do not need a Keelstar login—only a browser session to complete the IRS form.
Tie W-9 collection to payment readiness
Block or flag invoices when the vendor record lacks a validated W-9. AP sees status on the vendor profile instead of searching inboxes before each 1099 season.
- Branded request email with your organization name
- Field validation before the W-9 is accepted
- Automatic reminders until submission or escalation
Audit trail
Evidence finance can export
Every request, reminder, and download is timestamped. Export the W-9 packet with its history when tax, audit, or vendor management asks for proof of due diligence.
Who it's for
- Accounts payable managers preparing for 1099 season
- Vendor onboarding specialists collecting tax IDs at setup
- Controllers who need backup withholding documentation
- Healthcare and government contractors with strict vendor files
What good looks like
- Every active vendor has a validated W-9 on file
- Legal name and TIN were checked before first payment
- Reminders run automatically for non-responders
- Stale forms are flagged for re-collection before year-end
- Request and submission history is exportable
Need a tracked version? Set up a vendor portal, vendor onboarding workflow, or browse all solution guides.
FAQ
No. Vendors complete the W-9 through a secure link in their browser. Your team manages collection and monitoring inside Keelstar.
Yes. Upload or paste a vendor list and Keelstar sends individual tracked requests with shared reminder rules.
Keelstar checks required IRS fields—including legal name, tax classification, address, and TIN format—before accepting the submission.
You set the cadence. Keelstar emails non-responders until they submit, escalate, or you close the request.
It replaces untracked email PDFs with validated, versioned records tied to each vendor profile.