Question

I have a W9 from my contractor, how can I upload it in quickbooks?

Forum|Forum|5 years ago
January 9, 2021
4 replies
0 views

Original commenter did not share additional details

QuickBooks Online

Not sure what you mean by "upload." There is no calculation done from a W-9. I would think at most you might be able to attach a copy to a Vendor setup file to have available as reference to create your 1099.

MariaSoledadG

Let me give you the details on what you can for your contractor's W-9, Teri.

You'll have to advise your contractor that they will be the ones who'll submit their W-9 forms. To simply do this, invite contractors to fill out their forms and sign them electronically inside an Intuit account. Here's how:

Go to the Workers tab then select Contractors.
Click Add a contractor.
Enter the contractor's name and email.
Check the box to invite them to enter their information.
Click Add contractor.

Once done, we'll send an email inviting them to fill out and submit the form. After your contractor submits their W-9, their profile will show in the Contactors and Vendors tab and you'll be able to view a copy of the form. Here's how:

In QuickBooks Online go to Payroll then Contractors.
Select the contractor’s name.
Select the Details tab to see the contractor's personal info and the Documents tab to see a copy of the W-9.

A contractor can claim they are exempt from backup withholding when they complete the W-9. Follow the IRS guidelines in Instructions for the Requester of Form W-9 for more information.

Fill me in if the steps above work for you. I'd be glad to assist you further if you have any other concerns.

T

Teri11_2

@MariaSoledadG

I am not the person looking for this information so you might want to send to the person who asked.

I see your answer says the same as I did, but explains the whole process so that should help them.

@MariaSoledadG wrote:
Let me give you the details on what you can for your contractor's W-9, Teri.

You'll have to advise your contractor that they will be the ones who'll submit their W-9 forms. To simply do this, invite contractors to fill out their forms and sign them electronically inside an Intuit account. Here's how:
Go to the Workers tab then select Contractors.
Click Add a contractor.
Enter the contractor's name and email.
Check the box to invite them to enter their information.
Click Add contractor.
Once done, we'll send an email inviting them to fill out and submit the form. After your contractor submits their W-9, their profile will show in the Contactors and Vendors tab and you'll be able to view a copy of the form. Here's how:
In QuickBooks Online go to Payroll then Contractors.
Select the contractor’s name.
Select the Details tab to see the contractor's personal info and the Documents tab to see a copy of the W-9.
A contractor can claim they are exempt from backup withholding when they complete the W-9. Follow the IRS guidelines in Instructions for the Requester of Form W-9 for more information.

Fill me in if the steps above work for you. I'd be glad to assist you further if you have any other concerns.

J

J0hnnyringo

It's really dumb that QBO removed the ability to upload a scanned hard copy of a W9. Really the only reason you would even need the W9 in quickbooks is so you or your CPA can prepare 1099s.

What I do is this:

1. Add them as a contractor and fill out all the personal details (IE - Business or Individual and put their EIN info in etc.)

2. Click on Vendors

3. Search for the name of the contractor

4. Click on it

5. Go to EDIT on the right

6. Make sure "Track payments for 1099 is selected"

7. In that same menu there is an option to "Upload Attachments". I just upload the hard copy of the W9 here and when it comes 1099 time, my CPA knows right where to look.

G

ggl2

I feel the pain of QBO in addressing the "add attachments feature", which may have been the old scan feature. That said the firm I support has 1099 / direct deposit data in hard copy which I believe is a bad practice since vital data could be accessed. So I attempted to scan these documents into PDF format, sent them to a file accessible with QBO. The path used was EXPENSES >Vendor>add attachments. I downloaded these documents to the respective contractor/vendor file. The process appeared to be successful until I attempted to process payroll. In attempting to run payroll all of the contractor file were missing! Research showed that the "track 1099" box had been unchecked. Rechecking them proved to resolve the absence of the contractor in the payroll process as they appeared in the payroll listing. However, there individual file had an error that indicated W9 data was missing. Opening the individual contractor file/record showed that in the personal data section the first, middle and last name had been deleted, W9 data was intact. Entering the contractor name resolved the problem. My concern or question what caused the deletion of the 1099 tracking and the contractor's name to be deleted by adding a PDF file into the attachment section of the record/file?

C

CamelleT

Thank you for reaching out and providing detailed information about the issue you're experiencing with adding a PDF file attachment to your tax forms in QuickBooks Online (QBO), Ggl2. I'll route you to the appropriate support team, who can help you rectify this specific problem.

It's important to note that in QBO, attaching PDF files should not result in any deletion of your information. You may have experienced an unexpected behavior that led to this issue. To investigate what caused the situation you encountered, I suggest contacting our Payroll Support Team. They have the tools to access your account and find the root cause of the omission of the 1099 tracking and contractor's name. Here's how:

Sign in to your QBO account.
Go to Help.
Tap the Search tab and select Contact Us.
Enter your concern, then hit Continue
Choose a way to connect with us:
- Start a chat.
- Get a callback.

Support Hours for QuickBooks Online Payroll Core - Monday to Friday, 6 AM to 6 PM PT. For QuickBooks Online Payroll Premium, Elite - any time, any day.

I am dedicated to ensuring you receive the assistance you need. If you have any further questions about handling tax forms, adding attachments in QBO, or running reports, please let me know by leaving a comment below. Your satisfaction is our priority, Ggl2.

S

simone73

I have had this problem too. The only solution is to go to their name under Vendors (vendors and contractors are one and the same) and add it as an attachment to the Vendor Details. That way you have it attached to their profile if you need to access it. If you use Quickbooks as your payroll solution, they will use the info you have entered (all you need is the name, tax ID and address and they will send out the w9s electronically.

P

PathFinance

Rattledbythedetails

Level 1

‎January 15, 2022 09:21 AM

Rattled asked how to add a W-9 from an uncooperative vendor, and the reply was go to Vendors, edit and enter company info, etc and then [removed] in the EIN box. How does that get you the ability to manually add a W-9?

Hello? My contractor won't cooperate and fill out the Quickbooks invite. I withheld payment until I received a hardcopy of his W9 now how do I add the W9 to QuickBooks?

Sign up

Login with SSO

Login to the community

Login with SSO

Scanning file for viruses.

This file cannot be downloaded