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A
alexis-ssplumbin
February 17, 2024
Question

How do I add a w9 to a contractor once it's already been sent to the contractor to upload themselves? It just says "waiting for info" and won't allow me the option to add

  • February 17, 2024
  • 1 reply
  • 0 views
the contractor can't figure out how to add themselves after invite was sent. They emailed info to me but now I don't see a way to add it to their account under documents.

1 reply

JaeAnnC
JaeAnnC
February 17, 2024

Thanks for reaching out to us, Alexis. You don't need to manually upload the documents to QuickBooks Online (QBO) if you've sent an invitation link to your contractors. Let me provide further explanation.

 

Based on your scenario, it appears that your contractors have emailed their information to you manually. Please know that when sending them an email inviting them to fill out and submit their W-9 information, they can either log in to QuickBooks Self-Employed with an existing Intuit account or create a free one. 

 

Once done, they need to digitally complete and sign the form to save their information. This way, a PDF of the signed W-9 will automatically be added to their profile in your QBO account. To verify, go back to the Documents tab, and the W-9 form will change from Waiting for info to Download. 

 

I'll share this reference for an in-depth explanation: Invite a contractor to add their own tax info.

 

If you've verified from your contractors that they have completed the form online, we can perform browser troubleshooting options to isolate the issue. Please refer to these keyboard shortcuts:

 

  • For Google Chrome browser: Ctrl + Shift + N
  • For Mozilla Firefox browser: Ctrl + Shift + P
  • For Safari browser: Command + Shift + N

 

Once resolved, you can return to your original browser to clear its cache or utilize another compatible one. It may be a temporary issue with QBO or the window you're using.

 

Moreover, you'll need to file 1099s with the IRS if you pay contractors in cash, check, or direct deposit. Here's a guide to help you prepare them seamlessly come tax time: Create and file 1099s with QuickBooks Online.

 

Please don't hesitate to reach out to the Community whenever you have other concerns about W-9 forms. We're always here to help. Keep safe, and have a great rest of the day.

A
alexis-ssplumbinAuthor
February 17, 2024

Thank you for your response. 

the invite was sent to the contractor but the contractor has elected to not complete it on his end through QBO and has elected to just email me his w9 and coi instead. 

I have no way to update his info as it’s still in a “holding pattern” waiting for him to complete. Should I try to delete (or is there a way to delete) this new contractor and reenter them so the info can be appropriately uploaded all in one spot? 

K
KimberlyS
February 17, 2024

Hello there, Alexis.

 

I'll ensure you can add your contractors' information in QuickBooks Online.

 

When contractors decide to send W-9 manually after being invited to enter their information, you can add the details yourself without removing and adding them again in the system. Let me guide you on how.

 

  1. Go to Payroll, then Contractors.
  2. Locate the contractor and click on it.
  3. In Personal details, select Waiting for info.
  4. Choose a Contractor type: Individual or Business.
  5. Fill in all the necessary information.
  6. Once done, click on Save.

 

Moreover, you can utilize these materials for guidance on reviewing which contractors need 1099s and fixing related issues:

 

 

Keep us updated if you have additional questions when setting up contractors or other related concerns in QuickBooks Online. We're always here to help.

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