Understanding W-9/W-8 Automation
W-9 automation simplifies and digitizes the process of collecting
W-9 forms from your vendors, gig workers, affiliates, or independent contractors—helping you ensure accurate 1099 filings. Here’s how
it works:
- Collect W-9s during vendor onboarding or at any time after, using email, embedded secure URL, or drop-in UI.
- Validate the data using TIN Matching to confirm that the SSN or EIN matches IRS records.
- Use the collected data to generate 1099/1042-S forms at year-end,
e-file them with the IRS and state agencies, and distribute recipient copies.
Getting started with TaxBandits API for W-9/W-8 automation
Develop
Create a free sandbox account to start integrating our API with your system.
Test
Perform an end-to-end simulation of the W-9 API in Sandbox to see how
it works.
Deploy
Move your API integration to live and start automating
W-9 collection seamlessly.
Ready to automate W-9/W-8?
Flexible methods to automate W-9/W-8
Whether you prefer to initiate the W-9/W-8 request or allow your payees to complete the form independently, TaxBandits provides flexible options
that align with your process, giving you full control without compromising convenience.
Handling the same payees associated with multiple payers?
Avoid the redundancy of requesting the same W-9 or
W-8 multiple times. With LinkWhCertificate, you can collect their
W-9/W-8 form once and securely associate it with multiple payer profiles. Learn more
Send W-9/W-8 requests via email
Initiate the W-9/W-8 collection process by sending secure email requests directly to vendors or contractors. Each email includes a unique link for recipients to complete and e-sign the form. You can customize this email to reflect your branding. Learn more
Popular Use Case:
Accounting or CRM platforms can use this method to request W-9s from vendors, gig workers, or affiliates, right from within their systems.
Generate unique URLs for each payee
Create unique, secure URLs for each vendor to complete their W-9/W-8 forms independently. These URLs can be embedded into your software or portal as an iframe or shared directly via official communication tools. Learn more
Popular Use Case:
Healthcare providers that rely on temporary or contract-based staff can generate individual links for each contractor to complete their W-9/W-8 forms directly from their portal.
Get a single public URL for all payees
Generate a common public URL, embed it in your website, where any of your vendors and contractors can access and submit
W-9/W-8 forms without requiring a unique invite. Great for high-volume or open-access environments.Learn more
Popular Use Case:
Gig platforms can integrate this URL on their website, enabling gig workers and freelancers who work with them to submit their W-9/W-8 forms at the click of a button.
Embed a branded W-9/W-8 form interface
TaxBandits offers a Drop-In UI for Form
W-9/W-8 that can be customized and integrated quickly into your software or portal. This provides a seamless experience while keeping the look and feel consistent with your brand. Learn more
Popular Use Case:
E-commerce businesses that work with a range of sellers or vendors can use the Drop-In UI to embed a branded
W-9/W-8 form directly into their seller portals.
Flexible methods to automate
W-9/W-8
Whether you prefer to initiate the W-9/W-8 request or allow your payees to complete the form independently, TaxBandits provides flexible options
that align with your process, giving you full control without compromising convenience.
Initiate the W-9/W-8 collection process by sending secure email requests directly to vendors or contractors. Each email includes a unique link for recipients to complete and e-sign the form. You can customize this email to reflect your branding. Learn more
Popular Use Case:
Accounting or CRM platforms can use this method to request W-9s from vendors, gig workers, or affiliates, right from within their systems.
Create unique, secure URLs for each vendor to complete their W-9/W-8 forms independently. These URLs can be embedded into your software or portal as an iframe or shared directly via official communication tools. Learn more
Popular Use Case:
Platforms with a large number of content creators can generate unique links for each creator to complete their W-9/W-8 forms directly from their platform.
Generate a common public URL, embed it in your website, where any of your vendors and contractors can access and submit W-9/W-8 forms without requiring a unique invite. Great for high-volume or open-access environments. Learn more
Popular Use Case:
Gig platforms can integrate this URL on their website, enabling gig workers and freelancers who work with them to submit their W-9/W-8 forms at the click of a button.
TaxBandits offers a Drop-In UI for Form W-9/W-8 that can be customized and integrated quickly into your software or portal. This provides a seamless experience while keeping the look and feel consistent with your brand. Learn more
Popular Use Case:
E-commerce businesses that work with a range of sellers or vendors can use the Drop-In UI to embed a branded W-9/W-8 form directly into their seller portals.
Comprehensive Form Support: Domestic or Foreign
In addition to W-9 forms, TaxBandits streamlines compliance by supporting W-8 forms for foreign vendors and recipients.
Form W-9
For U.S. persons (citizens, resident aliens, entities, estates, and domestic trusts) to provide their taxpayer identification number (TIN) for tax reporting.
Form W-8BEN
For non-U.S. individuals who are the beneficial owners of the income. This form is used to claim foreign status or treaty benefits to reduce or eliminate withholding tax.
Form
W-8BEN-E
For non-U.S. entities (such as corporations, partnerships, and trusts) to claim foreign status and/or treaty benefits to reduce or eliminate withholding tax on income received from U.S. sources.
Form W-8ECI
For non-U.S. individuals or entities claiming that income is effectively connected with a U.S. trade or business, thus subject to U.S. tax reporting and filing requirements.
Form W-8IMY
For non-U.S. flow-through entities (partnerships, grantor trusts, and simple trusts) or non-U.S. agents acting as intermediaries. This form is used when the entity is not claiming treaty benefits.
Form W-8EXP
For foreign governments, tax-exempt organizations, foreign central banks of issue, and certain other specific foreign entities. This form is used to claim exemption from U.S. tax withholding.
Key features that enhance your
W-9/W-8 automation
Built-in tools to ensure accuracy, enhance your brand presence, and keep your W-9/W-8 automation process in control—every step of the way.
Real-Time TIN Matching
Ensure accurate filings by instantly validating payee TINs (SSNs/EINs) against IRS records right after they submit their W-9s, ensuring reduced rejections.
Customization Options
Customize the W-9/W-8 experience to reflect your brand—from the logo and color scheme on the form page to the sender name ‘From’ address used in emails.
Webhook Notifications
Stay in sync with instant Webhook updates when a payee completes their W-9/W-8 form, eliminating the need for manual follow-ups
Ready to automate W-9/W-8?
Use W-9 data to automate 1099
Once your W-9 forms are in place, record all the transactions made to your vendors. At the year-end, TaxBandits will use the
W-9 and transaction data to generate and distribute your 1099 forms automatically.
Develop with Confidence!
TaxBandits API allows for seamless integration, end-to-end testing, and simulations with the
guidance of
comprehensive documentation.
W-9/W-8 Automation Success Stories with TaxBandits API
A leading Accounting Software company replaced its manual W-9 collection process with TaxBandits API. Their clients can now request W-9s from their vendors directly from the software in just a few clicks.
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A popular Affiliate software program that offers affiliate marketing programs and acts as a middleman between these merchants and affiliates uses TaxBandits API to automate their W-9 collection from contractors and gig workers. This provides them with a simple and efficient solution for accurate 1099 filing.
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A large Gig Economy Company that connects gig workers and contractors with builders over a platform integrated TaxBandits into their software to automate the process of collecting W-9 Forms and
e-filing 1099 Forms.
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Frequently Asked Questions about W-9/W-8 Automation
What customization options are available through the TaxBandits API?
TaxBandits allows flexible branding and data control throughout the W-9 collection process:
- Email Customization - Personalize W-9 request emails with your brand name, logo, and custom ‘From’ email address.
- Secure Url Customization - Customize the W-9/W-8 form completion page (secure URL) with your logo and set redirect URLs for completion or cancellation.
- Webhooks Customization - Choose which fields appear in your Webhook payload. For example, you can exclude sensitive information like the TIN.
Is there a way to allow my payees to choose between W-9 and W-8 based on their citizenship status?
Yes! By using the API endpoint WhCertificate, you can enable your payees/vendors to choose between W-9, W-8BEN, and
W-8BEN-E and complete the Form that is applicable to them.
Click here to see how it works.
I already have the W-9s/W-8s of my payees. Can I just perform TIN Matching?
Yes! If you've already collected the forms, you can use our TIN Matching service separately to validate the TINs with the IRS—no need to request new forms.
Click here
Can I simulate the W-9 and TIN Matching process?
Yes! In the Sandbox environment, you can simulate the full W-9 flow, including TIN Matching. Refer to our documentation and follow the instructions to see how the process works before
going live.