QuickBooks W-9

It is essential for business owners to manage their income and expenditure correctly, and they need to align their business with the rules and regulations of the government. QuickBooks have made things simple and keep the cash flow intact. It is one of the best accounting systems out there. 

Form-9 is also offered by it for the employees, financial institutions, business contractors, and others. In this article, we are going to discuss everything that you need to know about QuickBooks w-9:

QuickBooks W-9 Form

Form W-9 is an official request for the TIN or Taxpayer Identification Number and Certification. A third party who needs to file an information request with the IRS (International Revenue Services) must make use of the W-9 form. The form requests a taxpayer’s address, name, as well as the taxpayer identification number. The form is maintained by the individual filing the information return for verification needs.

Form W-9 from QuickBooks offers you with accurate TIN to an individual who needs to file an information with the IRS for reporting things like real transactions of real estate, income paid to you, mortgage interest you have paid, abandonment or acquisition of property that is secured, debt cancellation, contributions made by you to an IRA, and others.

Your client or employer can make use of their QuickBooks Online account to send you an invite to fill up Form W-9. Also, the QuickBooks Self-Employed account can be used to sign in and complete the form while directly sending it back. Once it is ready, you can even sign in to download your 1099-MISC. This will give you a secure and quick way of sharing needful tax with the employer.

How to fill out Form W-9?

When you work as an independent contractor or freelancer, your clients will ask you to complete the Form W-9. It is one of the forms that can be completed at ease. To do it correctly, follow the below-mentioned steps:

Step 1: You will need to put your name as given on the tax return.

Step 2: You will need to enter the name of your business or the name of the “disregarded entity.” 

For example, if you are a sole proprietor, but for the purposes of marketing, you do not make use of your name as the name of your business, and rather, you “do business as” any different name, you need to enter the same over here. And in the case of a disregarded entity, if you do not know what all these are about, it is known as a single-member company formulated on limited liability.

Step 3: For what kind of business organization do you have federal tax classification: partnership, sole proprietorship, S corporation, C corporation, or “other”? The correct box needs to be checked. If you are in any doubt, remember you own a sole or single proprietorship firm as you might have been required to file plenty of paperwork for becoming the other types of organizations or entities. 

Step 4: You will need to take care of the exemptions. There are chances that you leave all these boxes empty. Some of the exceptions are given below:

  • Payees exempted from backup withholdings like corporations may have to input a code within the box of “Exempt payee code.” The exempt payees are listed by the instructions of Form W-9 along with the codes that belong to them and payments’ types owing to which all the codes need to be used. For example, the corporations who fill out Form W-9 for the receipt of dividend payments or interest will need to enter “5” as a code.
  • Payees exempted from the reporting under FATCA may need to input a code within the box that states “Exemption from FATCA reporting code.” None of the boxes is applicable to the freelancer or an independent contractor.

Step 5: Input your city, street address, zip code, and state. In case your business address is not the same as the home address, in Form W-9, you will need to give the address you’ll be inputting on the tax return. In case you are a sole proprietor renting space for an office but need to file a tax return by utilizing the home address, then the home address needs to be entered on the Form W-9. This ensures that the IRS will not have any problem matching the 1099s with Form 1040.

Step 6: This is an optional step, and you may input the address and name of the requester. By filling this box, you can maintain a record of the person you have offered your TIN.

Step 7: This section is known as Part 1 by the IRS. Here, you should enter the TIN of your business, which will be your SSN (Social Security Number) in case you are a sole proprietor or your EIN (Employer Identification Number) in case you are any other business. Now, there are some sole proprietors who also possess EINs. However, the IRS wants that the sole proprietors make use of the SSNs they possess on the Form W-9.

Despite owning a new business, it might be that you do not possess an EIN. But the good news is that, still, the Form W-9 can be filled. As per the recommendations of the IRS, the number needs to be applied for by entering “applied for” within the given TIN space.

Step 8: In the second part, you need to attest to your information’s truthfulness before signing the form W-9. If you lie on the tax form, you need to pay a fine, or you may be jailed.

How To Track Vendors’ W-9 Status in QuickBooks?

It may prove to be difficult to keep up with the W-9 forms from the service vendors. But the good news is that you can create and make use of a custom field for tracking the W-9 tax classification status of the service providers in QuickBooks Online.

Follow the below-mentioned steps to do it accurately:

Make a custom field:

You will be required to log in to QuickBooks Online and tap the gear icon. Then, you will need to choose custom fields that are located under the lists column. After that, you will be needed to tap on “add field” and choose “vendor Info.”

The field name needs to be entered as “Tax Entity Type (W-9)”, and the drop-down list option needs to be selected as a type.

The box needs to be left unchecked for use on other expensive forms, and the box needs to be left for inactive checks.

You need to add ore lines (not more than 7) and enter the given-below things as your drop-down options for mirroring the W-9 form federal tax classification question’s part.

  • Non-service provider
  • Sole Proprietor/SMLLC
  • Request a W-9 form
  • S Corp or C Corp
  • Partnership
  • Trust/Estate

Then you will be required to tap on save before exiting the window.

Apply the custom field to the service vendors:

Then you will need to go back to your vendor list or center and find a service vendor. Then you will be needed to make a click on “edit” under the profile of the service provider and then scroll down to add the custom field. Then, you will need to tap on “Save.” This particular process needs to be repeated for adding the custom field to all the vendors.

At present, no way is there to make use of the batch action feature for applying the custom field to the existing features with a single click. Also, there is no way of reordering the drop-down options in case a mistake is made. Therefore, it is essential to enter everything correctly.

A tip is to tap the gear icon and then ass the custom field as a display column. This will let you see easily the vendors who have this field and who do not.

Run the vendor contact list report:

You will need to click on “Reports,” then you will need to visit the Standard Reports tab, and then look for and then run the Vendor Contact List Report. You will need to tap the customize button to add the following things under columns or rows:

  • Tax Entity Type (W-9)
  • Tax ID
  • Track 1099
  • Name of the company, first and last name, and phone number and email address

Then you will need to click “run report” to refresh the vendor contact list report. You need to go ahead and then save the report for future purposes. This report can be used for importing service vendors or provided to the CPA for sending out W-9 form requests to the vendors for completion.

Steps to Track w-9:

For tracking the Tax Return Status, the following steps need to be followed:

  • The tax return needs are checked, and you will need to sign in to your account.
  • After signing in, you will get to see the status of your prepared tax return: In progress/ pending/ accepted/ rejected.
  • In case your return is rejected, correct the errors. IRS will state the reason for rejection, and details will be provided to you along with a link for solving the issue.
  • In case you have any other questions associated with your return’s status, you may get in touch with IRS Tas Assistance Hotline.


QuickBooks Online is coming up with new features every day. For the accountants and the bookkeeping agencies, it has been making things simple right from its emergence. It has proved to be the solution for both business and personal reasons. W-9 forms, being one of the integral parts of QuickBooks, facilitate businessmen and taxpayers to extract the right information.

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