Automatically track W-9 collection status for every vendor. ApprovedAP flags missing, expired, and mismatched W-9s before you pay — so you're always 1099-ready.
Start Free TrialWhat is a W-9 and why does AP need to track it?
A W-9 (Request for Taxpayer Identification Number and Certification) is an IRS form that vendors complete to provide their legal name, business type, and Tax ID (EIN or SSN). AP teams need a current W-9 on file for every vendor paid $600 or more in a calendar year, because it is required to issue a 1099-NEC at year-end.
How does ApprovedAP track W-9 expiration?
ApprovedAP stores the W-9 document for each vendor along with the date it was received. It automatically flags vendors whose W-9 is missing, past your company's configured refresh window (default: 3 years), or whose legal name or TIN has changed since the last W-9 was collected.
Can ApprovedAP send W-9 collection requests to vendors automatically?
Yes. ApprovedAP can send a secure self-service portal link to vendors, allowing them to upload their W-9 directly. The document is stored automatically and the vendor's compliance status is updated. No email attachments or manual filing required.
What happens if we pay a vendor without a W-9 on file?
If you pay a vendor $600 or more without a W-9, you may be required to apply backup withholding (24%) on future payments and you will not be able to issue a correct 1099 at year-end. The IRS can assess penalties for missing or incorrect 1099s.
Does ApprovedAP support W-8 forms for foreign vendors?
W-8 form tracking is on the ApprovedAP roadmap. Currently, the platform supports W-9 tracking for US-based vendors. Contact us to be notified when W-8 support is available.