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Version: 1.7.3

Recipient Experience

This page explains how recipients (payees, contributors, vendors, or users) interact with your W-9 and W-8 requests sent through the TaxBandits API. Understanding the recipient workflow helps you design a smooth onboarding or payment setup process while ensuring tax documentation is collected correctly.

1. How recipients receive a request​

The delivery mechanism depends on the collection method you choose:

  • RequestByEmail — The recipient receives an email from your configured sender address. The email contains a secure link to the form completion page.
  • RequestByText — The recipient receives an SMS with a secure link to the form.
  • RequestByUrl / Drop-In UI — The recipient encounters the form directly within your portal or application without a separate notification.
  • RequestByBusinessUrl — The recipient accesses the form via a shared link that you publish on a registration page, email, or portal.

2. Accessing the form​

When the recipient opens the secure link, they land on a form completion page hosted by TaxBandits.

  • Accessibility It can be accessed from any device. They do not need to create a TaxBandits account to view or complete the form.
  • Language preferences: Recipients can select their preferred language while completing the form. TaxBandits currently supports English, French, Spanish, German, Ukrainian, and Portuguese. When initiating the W-9/W-8 requests, you may also specify the preferred language in your request JSON.

3. Form selection (Applicable only to WhCertificate endpoint)​

If you use the WhCertificate endpoint, the recipients will have the option to choose and complete the appropriate
W-9/W-8 form. You can customize the list of forms displayed to recipients so they only see the ones relevant to them. This can be done from Developer Console → Settings → W-9/W-8 Settings.

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4. Form completion​

The recipients can complete the form in two ways.

  • Fill and e-sign online

Recipients can enter their information directly in the form, review the details, and electronically sign before submitting.

(or)
  • Upload an existing form

If the recipient already has a completed W-9 or W-8 BEN in PDF format, they can upload it. The system extracts the relevant details automatically, allowing them to review the information and add their electronic signature before submission.

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5. Submission and notification​

After the recipient completes and electronically signs the form:

  • They see a confirmation screen indicating their submission was received.
  • If TIN Matching was enabled, the verification process begins immediately in the background. The recipient is not notified of the TIN matching result — this is returned to the requestor (you) via webhook (if configured) or the status endpoint.