---
title: "W-9 Forms"
slug: "w-9-forms-1"
tags: ["w9", "1099"]
updated: 2026-01-13T21:51:55Z
published: 2026-01-13T21:51:55Z
canonical: "support.makershub.ai/w-9-forms-1"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://support.makershub.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# W-9 Forms

You can adjust the settings in MakersHub to require W-9’s be obtained from vendors before a payment is submitted.

## Update your Settings

To require W-9’s before payments can be made, navigate to **Admin** settings and select **Payments**. Toggle on **Always Require Tax Form (W-9)**. This will require users to have a verified tax form before a payment can be scheduled.

> [!WARNING]
> Override Tax Form
> 
> When enabled, the tax form requirement can only be overridden by an Admin.

![](https://cdn.document360.io/1b554e23-2d1e-483c-9fb1-9be0ba01e89c/Images/Documentation/Always Require a Tax Form.png)

With this enabled, when a user tries to schedule payment without a verified tax form, a notification will appear indicating that there is no tax form. Only users with Admin permissions can override this restriction and process payments without a W-9.

![](https://cdn.document360.io/1b554e23-2d1e-483c-9fb1-9be0ba01e89c/Images/Documentation/Verify Tax Form Flag.png)

## Add a W-9

To upload or request a W-9, navigate to the **Vendor Detail Page**. This can be accessed when scheduling payment by clicking on the **Vendor Name.**

![](https://cdn.document360.io/1b554e23-2d1e-483c-9fb1-9be0ba01e89c/Images/Documentation/Click on Vendor Name(1).png)

In the bottom left corner, you can select **Add a W-9 Form**.

![](https://cdn.document360.io/1b554e23-2d1e-483c-9fb1-9be0ba01e89c/Images/Documentation/Add a W-9 Form.png)

If you have an email under the **Contact Information**, you can request the vendor submit a W-9 form . Alternatively, you may upload the W-9 form if you have a copy on hand.

![](https://cdn.document360.io/1b554e23-2d1e-483c-9fb1-9be0ba01e89c/Images/Documentation/Request or Upload W-9(1).png)

### Upload a W-9

Should you have a copy of the W-9 in your files, select **Upload a W-9 form.**

![](https://cdn.document360.io/1b554e23-2d1e-483c-9fb1-9be0ba01e89c/Images/Documentation/Upload a W-9.png)

A pop-up will appear where you can select the W-9 from your files and click **Open** to upload.

### Vendor Request W-9

Should you not have a copy of the vendor’s W-9, you can select **Request vendor to submit W-9 form.**

![](https://cdn.document360.io/1b554e23-2d1e-483c-9fb1-9be0ba01e89c/Images/Documentation/Request Vendor Submit W-9.png)

You can select the vendor contact and format an email that will be sent on your behalf with a secure link to add their W-9 details. Click **Email Request** to send the email.

![](https://cdn.document360.io/1b554e23-2d1e-483c-9fb1-9be0ba01e89c/Images/Documentation/Request W-9 Email.png)

> [!WARNING]
> Manage Communication Templates
> 
> Pre-built email templates can be applied in this step to standardize vendor correspondence. See the following article for more detail: [Manage Communication Templates](/docs/manage-communication-templates)

The vendor will then receive an email where they can select **Add W-9 Details** to securely upload their W-9 information.

![](https://cdn.document360.io/1b554e23-2d1e-483c-9fb1-9be0ba01e89c/Images/Documentation/Add W-9 Details.png)

Vendors can **Fill out a W-9 Form** or **Upload a W-9 form** from their documents.

![](https://cdn.document360.io/1b554e23-2d1e-483c-9fb1-9be0ba01e89c/Images/Documentation/Vendor Complete W-9 Form(1).png)

Upon completion, you will receive an email notification that the W-9 has been submitted for your review. You can select **Verify Tax Form** to be taken to the Vendor Detail page in MakersHub.

![](https://cdn.document360.io/1b554e23-2d1e-483c-9fb1-9be0ba01e89c/Images/Documentation/W-9 Form Submitted.png)

In the event that you have not received the submission from the vendor, you may also select **Send Reminder** to send a follow-up email to the vendor.

![](https://cdn.document360.io/1b554e23-2d1e-483c-9fb1-9be0ba01e89c/Images/Documentation/Send Reminder(2).png)

## Verify Tax Form

Once a vendor or a user submits a W-9, it needs to be verified by an **Admin** or a user with **Accounting Access.** To verify the W-9, Navigate to the **Vendor Detail** page and select **Review and Verify.**

![](https://cdn.document360.io/1b554e23-2d1e-483c-9fb1-9be0ba01e89c/Images/Documentation/Review and Verify.png)

A pdf will then appear with the option to **Verify** or **Delete** the W-9. If the information is correct, you may select **Verify.**

![](https://cdn.document360.io/1b554e23-2d1e-483c-9fb1-9be0ba01e89c/Images/Documentation/Verify(1).png)

A time stamp will be shown with the date and time the payment was verified.

![](https://cdn.document360.io/1b554e23-2d1e-483c-9fb1-9be0ba01e89c/Images/Documentation/Timestamp of Verification.png)

Now that the W-9 has been successfully added, you can schedule payments for your vendor.