{"id":31470,"date":"2023-11-21T08:00:00","date_gmt":"2023-11-21T14:00:00","guid":{"rendered":"https:\/\/taxprocenter.proconnect.intuit.com\/?p=31470"},"modified":"2023-11-14T10:22:53","modified_gmt":"2023-11-14T16:22:53","slug":"easy-steps-for-your-clients-to-collect-w-9s","status":"publish","type":"post","link":"https:\/\/accountants.intuit.com\/taxprocenter\/tax-law-and-news\/easy-steps-for-your-clients-to-collect-w-9s\/","title":{"rendered":"3 easy steps for your clients to collect W-9s"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Getting W-9 information\u2014tax ID, address, and the 1099 vendor\u2019s information\u2014can be a time consuming task come 1099 season, and with the new <a href=\"https:\/\/quickbooks.intuit.com\/learn-support\/en-us\/help-article\/form-w-2\/understand-irs-regulations-filing-1099s-w-2s\/L73G5zj4l_US_en_US?uid=lnw2akwq\" target=\"_blank\" rel=\"noreferrer noopener\">IRS combined 1099 and W2 filing limit changes<\/a>, it could be even more work for your clients if they are not e-filing.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Here\u2019s how <a href=\"https:\/\/quickbooks.intuit.com\/accountants\/products-solutions\/accounting\/quickbooks-online\/\" target=\"_blank\" rel=\"noreferrer noopener\">QuickBooks Online<\/a> users can streamline this process:<\/p>\n\n\n\n<p class=\"has-x-large-font-size wp-block-paragraph\"><strong>Step 1: Identify whose W-9 information is missing<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Go to expenses &gt; contractors or Payroll &gt; contractors.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Look next to the contractors name:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Green checkbox: W-9 information is saved in QuickBooks Online.<\/li>\n\n\n\n<li>Gray clock: The contractor was invited but did not fill out their information.<\/li>\n\n\n\n<li>Orange checkbox: The contractor was not invited to fill out their information.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Someone missing from this list?<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Go to the Vendors list and check in the \u201c1099 tracking\u201d column to see if they have a check box. If they don\u2019t have one, click on edit to check the \u201ctrack for 1099\u201d checkbox.\u201d That way, they will show in the contractor list.<\/p>\n\n\n\n<p class=\"has-x-large-font-size wp-block-paragraph\"><strong>Step 2: Send W-9 invitations or reminders<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For all contractors without a green check mark, you can click on \u201cfinish setup and pay\u201d to send them a reminder in just one click, or add their email address to send them an invite.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<span class=\"youtube-player embed-youtube\" style=\"text-align:center; display: block;\"><iframe loading=\"lazy\" class=\"youtube-player youtube-player\" width=\"640\" height=\"360\" src=\"https:\/\/www.youtube-nocookie.com\/embed\/pQumzSV4hw4?version=3&#038;rel=1&#038;showsearch=0&#038;showinfo=1&#038;iv_load_policy=1&#038;fs=1&#038;hl=en-US&#038;autohide=2&#038;wmode=transparent\" allowfullscreen=\"true\" style=\"border:0;\" sandbox=\"allow-scripts allow-same-origin allow-popups allow-presentation allow-popups-to-escape-sandbox\"><\/iframe><\/span>\n<\/div><\/figure>\n\n\n\n<p class=\"has-x-large-font-size wp-block-paragraph\"><strong>Step 3: Ready<\/strong>!<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You are ready to file 1099s when the status is \u201cW-9 ready.\u201d&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Note: If you manually added the W-9 information (tax information, address, name), the checkmark will also show \u201cgreen\u201d status. This shows that you have enough information to prepare a 1099 if needed.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To download the W-9 form, click on the contractor profile, and then go to documents.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" height=\"380\" width=\"700\" src=\"https:\/\/taxprocenter.proconnect.intuit.com\/wp-content\/uploads\/2023\/11\/w-9-payroll-example-us-en.png?w=700\" alt=\"\" class=\"wp-image-31472\" srcset=\"https:\/\/taxprocenter.proconnect.intuit.com\/wp-content\/uploads\/2023\/11\/w-9-payroll-example-us-en.png 1400w, https:\/\/taxprocenter.proconnect.intuit.com\/wp-content\/uploads\/2023\/11\/w-9-payroll-example-us-en.png?resize=150,81 150w, https:\/\/taxprocenter.proconnect.intuit.com\/wp-content\/uploads\/2023\/11\/w-9-payroll-example-us-en.png?resize=300,163 300w, https:\/\/taxprocenter.proconnect.intuit.com\/wp-content\/uploads\/2023\/11\/w-9-payroll-example-us-en.png?resize=768,417 768w, https:\/\/taxprocenter.proconnect.intuit.com\/wp-content\/uploads\/2023\/11\/w-9-payroll-example-us-en.png?resize=700,380 700w, https:\/\/taxprocenter.proconnect.intuit.com\/wp-content\/uploads\/2023\/11\/w-9-payroll-example-us-en.png?resize=740,402 740w, https:\/\/taxprocenter.proconnect.intuit.com\/wp-content\/uploads\/2023\/11\/w-9-payroll-example-us-en.png?resize=720,391 720w\" sizes=\"auto, (max-width: 700px) 100vw, 700px\" \/><\/figure>\n<\/div>\n\n\n<p class=\"wp-block-paragraph\"><strong>Editor&#8217;s note: <\/strong>This article was originally published on <a href=\"https:\/\/www.firmofthefuture.com\/taxes\/time-to-collect-w9\/\" target=\"_blank\" rel=\"noreferrer noopener\" target=\"_blank\">Firm of the Future<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>If you have clients using QuickBooks Online, collecting their W-9s is as simple as three easy steps.<\/p>\n","protected":false},"author":144649112,"featured_media":31662,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"rkv_reviewed_by_select":[],"rkv_browse_by_id":0,"rkv_cta_id":0,"rkv_optimize_for_pagespeed":false,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"useModifiedDate":false,"customPublishDate":"","customModifiedDate":"","_jetpack_feature_clip_id":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_publicize_message":"{title}\n\n{excerpt}\n\n{url}","jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","default_image_id":0,"font":"","enabled":false},"version":2},"_wpas_customize_per_network":false,"jetpack_post_was_ever_published":false},"categories":[509474089],"tags":[],"intuit_collection":[],"intuit_series":[],"coauthors":[646041921],"class_list":["post-31470","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-tax-law-and-news"],"header_image":"","yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.4 (Yoast SEO v28.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>3 easy steps for your clients to collect W-9s - Tax Pro Center | Intuit<\/title>\n<meta name=\"description\" content=\"If you have clients using QuickBooks Online, collecting their W-9s is as simple as three easy steps. 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