You must file a 1099-NEC form for any contractor you paid $600 or more during the tax year. Forms must be sent to contractors by January 31st and filed with the IRS by the same date. Easy W9 helps ensure you have all the W-9 information needed to file accurate 1099s on time.

Backup withholding requires you to withhold 24% of payments to contractors who haven’t provided a valid TIN. This creates additional administrative burden and cash flow issues. By collecting W-9s upfront with Easy W9, you avoid backup withholding requirements entirely.

The IRS recommends keeping W-9 forms for at least 4 years after the last tax return that references the contractor. Easy W9 stores all documents securely in the cloud with unlimited retention, so you never have to worry about losing important records.

Easy W9 automatically tracks expiration dates for all documents including insurance certificates and business licenses. You’ll receive email notifications 30, 14, and 7 days before documents expire, giving you time to request updated versions. The dashboard shows expiring and expired documents at a glance so nothing falls through the cracks.

Generally, you don’t need to file 1099s for payments to C-corporations or S-corporations (with some exceptions like legal fees). However, collecting W-9s from all contractors helps you verify their business structure and ensures you have documentation if the IRS ever questions your filing decisions.

Our AI uses advanced OCR (Optical Character Recognition) and machine learning to automatically extract key information from uploaded documents. When a contractor uploads a W-9, insurance certificate, or other document, the AI identifies and extracts fields like business name, TIN, address, and expiration dates with 99% accuracy. This eliminates manual data entry and reduces errors.

Yes! Contractors can self-register through a simple onboarding link you share with them. They create their own profile and upload documents directly to the platform. This self-service approach saves you time, ensures contractors take ownership of their documentation, and provides a better experience for everyone.

Easy W9 supports eight document types: W-9 Forms, Insurance Certificates (COIs), Business Licenses, MSA Agreements, Tax ID Letters from the IRS, Invoices, Bank Account Information for payments, and Miscellaneous Documents. You can customize which documents are required for each contractor based on your business needs.