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W9Finder

Collect missing W-9s before 1099 season.

Import vendors, send secure W-9 requests, review uploads, and export clean vendor data from one focused workspace for accounting teams.

Create account Scan vendor list
Harbor Lights Dental GroupVendors
Import vendorsCreate and send W-9 requests
Vendors 5 Missing 43 Needs review 12 Complete 01
W-9 status
VendorW-9 statusTIN last4Payments YTDIssues
Landscaping contractor Not requested Missing $8,400 2
IT consultant Request sent Missing $12,750 1
Equipment rental Request viewed Missing $3,180 1
Cleaning service Needs review **-***4471 $6,200 1
Freelance designer Not requestedRequest sentNeeds reviewComplete Missing***-**-2155 $4,950 10

Sample data. Normal vendor views show last4 only.

W-9 collection software for accounting firms

W9Finder moves the chase into one workflow. Your team sees every vendor's W-9 status in one place, sends requests from the platform instead of personal inboxes, and hands off a reviewed export when the cleanup is done.

Audit vendor readiness

W9Finder flags every vendor with a missing W-9, missing email, incomplete legal name or address, missing TIN, or a likely duplicate record, so your team can triage follow-up before deadline pressure starts.

Validation issues5
  • Landscaping contractorMissing W-9Missing email
  • IT consultantMissing W-9
  • Equipment rentalMissing W-9
  • Cleaning serviceIncomplete legal name

Send secure request links

Each vendor gets a private upload link. Vendors upload through the link without creating an account, and W-9 attachments stay out of inboxes.

Northstar Bookkeeping & Advisory
Upload your W-9 for Freelance designer.
W-9 document
Upload a PDF, PNG, JPG, or JPEG file up to 15 MB.
Choose your W-9 fileChoose file
I confirm I am authorized to submit this document.
Submit W-9

Review and export

Review each uploaded W-9, correct details, resolve exceptions, and approve.

The top of IRS Form W-9 (Rev. March 2024): the form title, line 1 for the name of the entity or individual, and the federal tax classification boxes
Parsed fieldsNeeds review
Legal name
Legal name is missing from the W-9.
Federal tax classification
LLC
TIN last4
**-***4471
Save correctionsApprove document

Export vendors

When the list is clean, export a reviewed vendor file for 1099 prep. Standard exports never include full TINs, and the owner-only full-TIN export requires an explicit confirmation.

Export vendorsExport vendors
VendorW-9 statusTIN last4Tax class
Freelance designerComplete2155Individual/sole proprietor
Cleaning serviceComplete4471LLC

How it works

Every filing season starts the same way: a vendor list full of gaps, W-9 requests buried in email threads, and a team rebuilding the same tracking spreadsheet it built last year. The work is simple. The chase is what burns the hours.

  1. Step 1

    Import your vendor list

    Start with the spreadsheet your firm already has. Upload a vendor CSV for each client, map the columns, and W9Finder builds the client and vendor records. Works with vendor CSVs exported from QuickBooks.

  2. Step 2

    Audit vendor readiness

    W9Finder flags every vendor with a missing W-9, missing email, incomplete legal name or address, missing TIN, or a likely duplicate record, so your team can triage follow-up before deadline pressure starts.

  3. Step 3

    Send secure request links

    Each vendor gets a private upload link. Vendors upload through the link without creating an account, and W-9 attachments stay out of inboxes. Reminders are tracked in the app so follow-up stays visible to the whole team.

  4. Step 4

    Review and export

    Review each uploaded W-9, correct details, resolve exceptions, and approve. When the list is clean, export a reviewed vendor file for 1099 prep.

Is W9Finder right for you?

  • Bookkeeping firms and outsourced accounting teams that handle vendor cleanup for multiple clients
  • Small CPA and tax practices that dread January 1099 prep
  • CAS teams that need staff access with owner-only controls
  • Firms that manage vendor records in spreadsheets or QuickBooks exports today

W9Finder does one job: W-9 collection and vendor readiness before 1099 work begins.

Security

W-9s carry SSNs and EINs, so the security model is the product. Uploaded documents live in private storage rather than email threads. Request links are secure and expire. Full TINs are encrypted at rest and masked throughout the interface. Standard exports never include full TINs, and the owner-only full-TIN export requires an explicit confirmation. Staff can work on clients, vendors, requests, and reviews while billing and sensitive controls stay owner-only.

Freelance designer
Harbor Lights Dental Group
TIN last4***-**-2155Normal vendor views show last4 only.
OwnerStaff
Clients
Vendors
Requests
Documents
Exports
Billing
Full-TIN export

Pricing

The W9Finder Founding Cohort annual plan is currently listed at $1,188/year for the first 25 firms. A monthly plan is available at $149/month. Billing runs through Stripe-hosted checkout, and W9Finder never stores card data. Full details

W9Finder Founding Cohort

$99/month billed annually

$1,188/year for the first 25 firms.

Create account

Monthly plan

$149/month

Billing runs through Stripe-hosted checkout, and W9Finder never stores card data.

Create account

Scan your vendor list for W-9 gaps

Use the Vendor Readiness Scanner to spot missing W-9s, incomplete vendor details, and records that need review before your firm starts cleanup work.

Open Vendor Readiness Scanner

Run the free Vendor Readiness Scanner to see which vendors are missing W-9s before you create an account.

Vendor Readiness Scanner Sample data. Vendors 5Missing 3Issues 5
VendorW-9 statusTIN last4Issues
Landscaping contractorMissingMissing2
IT consultantMissingMissing1
Equipment rentalMissingMissing1
Cleaning serviceNeeds review**-***44711
Freelance designerComplete***-**-21550

Questions

What is W9Finder?
W9Finder is the W-9 collection product from FormSignal. Firms use it to import vendor lists, find missing W-9s, send request links, review uploads, and export clean vendor records for their own filing workflow.
Does W9Finder file 1099s?
No. W9Finder handles W-9 collection and vendor readiness. Filing happens in whatever submission process your firm already uses, with your own professional review.
Can staff members use W9Finder?
Yes. Owners can add staff who work with clients, vendors, requests, documents, and exports. Billing and sensitive controls, including full-TIN exports, stay owner-only.
How does W9Finder protect W-9 data?
Documents are stored privately, request links are secure and expire, and full TINs are encrypted and masked in the interface. Standard exports exclude full TINs by default.
How much does W9Finder cost?
The W9Finder Founding Cohort annual plan is listed at $1,188/year for the first 25 firms. A monthly plan is available at $149/month.