Zapier Integration

TaxBandits API supports seamless integration with Zapier, a no-code automation platform that allows you to connect different apps and services to automate repetitive tasks.

The TaxBandits-Zapier Integration enables seamless automation of W-9/W-8 by linking TaxBandits with a wide variety of accounting software, such as Xero, QuickBooks, and cloud storage solutions (e.g., Google Sheets).

With no-code integration, this solution reduces manual work, enhances productivity, and ensures real-time compliance management.

Key Points

Before starting, ensure the following:

• Zapier Account: You must have a Zapier account to create and manage automations.
• TaxBandits UI Account: You’ll need an active TaxBandits UI account (secure.taxbandits.com) to access tax form features and webhooks.
• Accounting Software: If you plan to link TaxBandits with accounting tools like Xero, QuickBooks, or even Google Sheets, ensure you have an active account for these platforms.

How Zapier Works

Zapier allows you to create workflows called "Zaps", which link two or more apps together to trigger specific actions based on events.

Each Zap consists of two primary components:

Trigger	Action
A Trigger is the event that starts the workflow. It is an action or occurrence within one app that prompts the automation to begin.	An Action is what happens after the trigger occurs. This is the result of the automation and is performed automatically by Zapier.

Available Triggers and Actions in TaxBandits

Below are some key Triggers and Actions available in the TaxBandits-Zapier integration to help you automate your workflow efficiently.

• Action: Request W-9/W-8 by Email

  This action requests a completed W-9/W-8 form from vendors via email, with a secure link for easy online submission.

  Instead of manually reaching out to vendors, you can rely on TaxBandits–Zapier integration to automatically send the request based on actions taken in your accounting software or Google sheets.

  Example

  When a new vendor is added to your QuickBooks account, a W-9/W-8 request will be automatically triggered and sent to the vendor.

  How to create the Zap

  • Step 1: Set up Trigger app

    Choose your preferred vendor management app (e.g., QuickBooks, Xero, Google Sheets, etc.) as the trigger app in Zapier. Ensure your app is connected to Zapier by linking your account during setup.

  • Step 2: Configure the Trigger

    Choose the trigger event based on your needs (e.g., "New Vendor Added" for accounting software or "New Row in Google Sheets" for vendor data entry).

  • Step 3: Set up the Action in TaxBandits

    Once the trigger is set, choose TaxBandits as the action app. Select ‘Send W-9/W-8 Request’ to automate sending the W-9/W-8 request. You must provide the following details

    • BusinessId or PayerRef of the corresponding business you’re collecting W-9/W-8 for.
    • Name, TIN, email address and PayeeRef of the vendors from whom you want to request W-9/W-8 forms.

  • Step 4: Test and activate

    Test the Zap by adding a new vendor to QuickBooks or Xero. Ensure that the W-9/W-8 request is automatically triggered and sent to the vendor’s email. Once successful, activate the Zap to run automatically.

  

• Trigger: Retrieve W-9/W-8 Status

  This trigger activates whenever the status of a W-9/W-8 request changes in TaxBandits. It helps keep you informed on whether a W-9/W-8 form is submitted, pending, or signed, and can update your connected systems accordingly.

  Example

  For an accounting department managing a large vendor list, the status change trigger can automatically update a Google Sheet or notify the team when a vendor's W-9/W-8 form is completed

  How to create the Zap

  • Step 1: Set up Trigger app

    Choose TaxBandits as your trigger app in Zapier.

  • Step 2: Configure the Trigger

    Select ‘Retrieve W-9/W-8 Status’ as the trigger event. This will monitor for changes in the status of your W-9/W-8 requests, such as when a form is completed, signed, or pending.

  • Step 3: Set up the Action app

    After configuring the trigger, choose the app where you want the status updates to be sent (e.g., Google Sheets, Slack, or Email). Select the appropriate action to automate the workflow.

  • Step 4: Test and activate

    Test the trigger by updating the status of a W-9/W-8 form in TaxBandits (e.g., mark it as signed or completed). Ensure that the corresponding action (e.g., updating a row in Google Sheets or sending a Slack message) is triggered correctly.

    Once the test is successful, activate the Zap to run automatically.