W-9 collection
Collect vendor tax documents before AP becomes a cleanup project.
Send W-9 requests, track completion, store signed tax documents, and connect vendor compliance directly to the payables workflow. The goal is to collect the document before the payment problem exists.
Request and track
Request tax documents from vendors, see who has completed them, and keep the workflow visible inside the accounting system instead of running it from email and spreadsheets.
Store signed documents
Completed W-9s become first-class documents tied to the vendor record. Compliance does not live in a separate shared drive with no accounting context.
Block surprises later
Missing vendor tax data creates downstream risk. VisiBooks surfaces the gap at onboarding time so year-end reporting and 1099 work do not turn into a salvage operation.
Connected to AP
Vendor onboarding and payables should share the same source of truth. W-9 status belongs next to the vendor you are about to pay, not in a separate compliance database.
| Vendor | Tax doc | Status | Last action |
|---|---|---|---|
| Republic Services | W-9 | Complete | Signed document stored |
| Spartan Pest Control | W-9 | Requested | Waiting on vendor |
| New subcontractor | W-9 | Missing | Cannot clear onboarding |
Vendor compliance should not live outside accounting.
Collect tax documents where the vendor record and payables workflow already live, so nothing gets lost between onboarding and year-end reporting.