How do I save a W-9 attachment to the contractor profile?

Thanks for reaching out here in the Community, vanguard_account. Let me share some information about W-9 and how you can enter them into QuickBooks Online (QBO).

To clarify, uploading a W-9 attachment directly to QBO is not an option. However, there are two ways that you can choose to input them. Firstly, is to invite your contractor to add their tax info. Secondly, enter their information manually.

Option 1: Invite your contractor to enter their info. To do so, we can follow the steps below.

1. On the Payroll menu, select Contractors.
2. Click the Add a contractor. Then, fill out the name and the email accurately.
3. Make sure to put a checkmark on the Email this contractor to complete their profile. It ensures that the email invitation will be sent to your contractor's email.
4. Once done, hit Add contractor.

After your contractor receives the email invite, they can either log in with an existing Intuit account or create a free account. Then, they'll enter their W-9 info and digitally sign the form. 

Once they submit the W-9 form, their profile will appear on the Contractors or the Vendors tab in your QuickBooks. Then, you'll have a copy of the said form.

Here's how to check your contractor and review the form:

1. Go to the Payroll menu. Then, select Contractors.
2. Click the contractor's name.
3. Under the Details tab, you can see the contractor's information. Meanwhile, to see the copy of the W-9, select the Documents tab.

Option 2: If you have a copy of your contractor's information, you may enter it manually to QBO. Make sure the details are accurate and notify your contractor before proceeding.

1. On the Payroll menu, select Contractors.
2. Click the Add a contractor and fill out the Name and Email correctly.
3. Uncheck the checkbox on the Email this contractor to complete their profile. Doing so allows you to enter their info manually.
4. Hit Add contractor.
5. On the Details tab, click Add on the Personal details.
6. Select a Contractor type. Then, fill out the rest of the form.
7. Once done, click Save.

In addition, here's an article that can help you with your 1099 reports that shows who needs 1099s, payment totals, and more: Create 1099 reports in QuickBooks.

Don't hesitate to comment below if you have more concerns regarding the W-9 form in QBO. We'll be in touch.