How to upload a completed W-9 you received from a Vendor

  • Updated

Upload a W-9 form from your independent contractors and freelancers to your account hassle-free with Melio. Alternatively, If you already have the contractor’s complete form, you can easily upload it.

This article is relevant for all of Melio's subscribers. 

Can I request contractors for their W-9 in Melio?

Yes. Core and Boost subscribers can send an electronic form for them to fill out online. Follow our guide to ask your vendor for a W-9 form.

Go subscribers need to upgrade their plan to get this capability.

This article will walk you through:

What is a W-9 Form?

A W-9 form is officially titled "Request for Taxpayer Identification Number and Certification." It's how you request your independent contractors and freelancers to verify their name, address, and Taxpayer Identification Number (TIN).

To comply with IRS regulations, by January 31st of every year*, you must file a 1099 report. This report includes any independent contractor who received $600 or more from you in the previous year through cash or equivalent methods. Filing this report requires you to have a W-9 form from each one of them.

* Please see the IRS website for more information.

Boost and Core users can easily e-file 1099 forms using Melio’s sync with Tax1099*. To learn more about this, please see our 1099 e-filling with Tax1099 guide.

* Standard Tax1099 fees apply

We recommend you secure a signed W-9 form from your freelancers and contractors before issuing their first payment. This ensures you have all the necessary information when it's time to file your tax reports, saving you the nuisance of tracking down vendors at the last minute.

To find out more about W-9 and 1099 forms, please see the following article.

How to upload a W-9 form through Melio

Melio enables you to upload a W-9 form request to:

Upload a W-9 form to a new vendor

Remember to upload a W-9 form to independent contractors only

1. Sign in to your Melio account.

2. Click Pay in the left sidebar.

3. Go to the Vendors tab.

4. Click Add vendor.

Vendors tab- add vendor.png

 

5. In Add vendor, enter the vendor details and check the box next to Mark as 1099 contractor.

Add vendor- Mark as 1099 contractor.png

 

6. Choose Upload vendor W-9 and add it from your device.

Upload your vendor W-9 from from your device.png

7. When the file was uploaded successfully, click Click Continue.

Form was uploaded successfully.png

 

Upload a W-9 form to a saved vendor

Remember to upload a W-9 form to independent contractors only

1. Sign in to your Melio account.

2. Click Pay in the left sidebar.

3. Go to the Vendors tab.

4. Click the vendor you want to send the W-9 form to.

Vendors tab- Click the vendor .png

5. In the vendor details page, scroll down to Taxpayer info.

6. Check the box next to Mark as 1099 contractor.

Taxpayer info- Mark as 1099 contractor.png

7. Choose Upload vendor W-9 and add it from your device.

Taxpayer info- upload the W-9 form from your device.png

8. You get a confirmation at the top of the page that the file was uploaded successfully. 

a confirmation at the top of the page that the file was uploaded successfully.png

Was this article helpful?

0 out of 0 found this helpful

Have more questions? Submit a request