Digital W-9 Collection

Problems with Paper & PDF W-9s

• Email security risks – Sending SSNs via email is not secure
• Lost forms – PDFs get buried in inboxes
• Incomplete submissions – Missing fields, illegible handwriting
• Manual tracking – Spreadsheets to track who submitted
• Storage challenges – Organizing and securing paper copies

Benefits of Digital W-9 Collection

• Secure transmission – Encrypted forms protect sensitive data
• Higher completion rates – Guided forms reduce errors
• Automatic tracking – See pending vs completed at a glance
• Instant notifications – Know when W-9s are submitted
• Easy retrieval – Download PDFs anytime

Are Electronic W-9 Signatures Valid?

Yes. The IRS accepts electronic signatures on W-9 forms. According to IRS guidance, electronic signatures are valid when they identify the signer and indicate the signer's intent to sign.

Digital W-9 systems capture the signer's typed name, timestamp, and IP address to create a valid electronic signature record.

How Digital W-9 Collection Works

1. Enter vendor name and email address
2. System sends secure link to vendor
3. Vendor completes guided online form
4. You receive notification and can download PDF