Correct errors on a vendor's W-9 form directly within your Melio account without needing to request a new form from the vendor.
If a vendor's W-9 information is incorrect or unverified, you can edit the specific details yourself. This allows you to fix typos, update addresses, or correct Tax IDs immediately.
This article explains how to edit the W-9 form.
It contains the following information:
What you can edit
You can edit the following details:
- Taxpayer's first and last name
- Legal business name
- Address
- Tax ID type (EIN or SSN)
- Tax ID number
Step 1: Access the W-9 form
You can access the editing screen from two different locations in your Pay dashboard. Choose the method that fits your current workflow.
Option A: Using the Tax tab
1 - From your Pay dashboard, open the Tax tab. This view displays the W-9 status for all your vendors.
2 - Locate the vendor with the Unverified status.
Unverified status means that the W-9 details are incorrect and need to be fixed.
3 -Select the Edit W-9 form button.
Option B: Using the Vednros tab
1 - Open the Vendors tab.
2 - Select the specific vendor you need to update the W-9 for.
Tip: To quickly find vendors with incorrect W-9s, click the W-9 form filter and select Not verified.
3 - In the Vendor details window, locate the Taxpayer info section.
4 - If the status is Not verified, click Edit W-9 form located under the warning message.
Alternatively, click the three dots icon next to the W-9 form section and select Edit W-9 form.
Step 2: Edit the W-9 form
Once the W-9 form window is open, you can update the necessary fields.
1 - Type the correct information into the relevant fields (Name, Address, or Tax ID).
Tip: If you have a corrected W-9 file from the vendor, select the Replace button to upload the document directly.
3 - Review your changes to ensure accuracy.
4 - Select Save at the bottom right.
That’s it, you successfully edited the W-9 form.
Melio will verify the new information against the IRS records. The status will update to Verified if the details match, or remain Not verified if discrepancies persist.