Year-End Reminder: Collect Those W-9s Now

As the year winds down, it’s the perfect time to make sure your financial ducks are in a row — starting with one simple but important task: collecting W-9 forms from your contractors.

If you’ve paid freelancers, virtual assistants, or other service providers this year, you’ll need their W-9 information to prepare 1099-NEC forms in January. Taking care of it now saves time and stress later.

Why W-9s Matter

A W-9 gives you the key details you’ll need for tax reporting — your contractor’s legal name, address, and tax ID number. Without it, you risk delays, filing penalties, and an unnecessarily hectic start to tax season.

Collecting W-9s now means smoother reporting, fewer headaches, and a more organized January.

Who Needs to Give You a W-9

Request a W-9 from anyone who:

• Is U.S.-based

• Was paid $600 or more this year

• Is not your employee

You can skip the W-9 if:

• The vendor is a corporation (C or S Corp)

• You paid for products or subscriptions only

• You paid via credit card or PayPal (those are reported separately by the processor)

How to Collect W-9s

Getting W-9s in place is simple:

1. Make a list of everyone you paid for services this year.

2. Send them this link: irs.gov/FormW9.

3. Save each completed form securely and share them with your bookkeeper.

Pro tip: If you use QuickBooks Online, you can request and store W-9s automatically.

Best Practice Going Forward

While year-end is a great time to get caught up, the ideal time to collect a W-9 is before you send the first payment to a new contractor. Building this step into your process saves time later and keeps everything clean for tax season.

By taking care of this now, you’ll head into the new year organized, compliant, and ready — no scrambling required.