How TaxBandits Facilitates Effortless W-9/W-8 Collection
reading time: 11 minute(s)
Collecting W-9/W-8 forms from vendors, contractors, and other payees is essential for tax compliance. However, this process can often be time-consuming for businesses. Manually tracking down signatures, sensitive information, and organizing records can create bottlenecks, especially during busy tax seasons.
That’s where TaxBandits’ W-9 Manager steps in.
What is TaxBandits W-9 Manager?
TaxBandits’ W-9 Manager is more than just a place to store forms—it’s a centralized hub designed to handle the entire W-9 and W-8 collection process from start to finish.
Whether you’re onboarding a new vendor, updating recipient records, or preparing for year-end filings, W-9 Manager gives you multiple flexible ways to collect, store, and manage these essential forms—all in one secure platform.
It supports:
- W-9 forms for U.S. persons and businesses
- W-8BEN and W-8BEN-E forms for non-U.S. individuals and entities
Instead of managing spreadsheets, PDFs, and email chains, you’ll have a structured system that tracks every request, stores each form in one place, and integrates with your workflow. From bulk collection campaigns to one-off requests, the W-9 Manager adapts to your needs, saving you time, reducing manual errors, and helping you stay compliant with IRS requirements.
Flexible ways to collect W-9/W-8 forms
With our W-9 Manager, you get multiple options to collect W-9/W-8 forms from your recipients.
- Email Requests
The fastest way to get started—just enter the recipient’s name and email, and send the request directly from your dashboard. They’ll receive a secure link to complete and submit their form online—no downloads, printing, or follow-ups needed.
You can also customize the email and form page to reflect your business’s branding, making the experience feel professional and seamless for your recipients. - Secure Hosted Page
Generate a secure URL for a hosted W-9/W-8 page where recipients can fill out and submit their forms anytime. You can implement this method in 3 different ways based on your workflow.
a) Embed the form: Integrate the hosted form directly into your internal systems, vendor portals, or onboarding workflows. Your recipients never have to leave your platform to submit their forms, creating a more cohesive experience.
b) Share the link directly: Send the hosted page URL through email, text, SMS—whatever works for you. Your recipients click the link, fill out the form, and submit it online—no logins, no downloads, no fuss.
c) Use a QR code: Want to keep it even simpler? Just display or print your custom QR code. Recipients can scan it with their phone and complete the form right then and there. - Upload Existing Forms with AI Extraction
If your recipient has already completed a W-9/W-8, you don’t need to start from scratch. Just upload the form to TaxBandits—our built-in AI system will extract the data and map it to the right fields for you.
Once it’s uploaded, you can review and edit the info if needed, and save the recipient to your Address Book for future use. It’s the easiest way to keep everything organized—even if forms come from different sources.
Try our Google Chrome extension
Need to request W-9s while browsing your recipient list or inbox? We’ve got you covered with the TaxBandits W-9 Chrome Extension.
- Add it from the Chrome Web Store
- Log in to your account (or sign up for free)
- Request forms without leaving your tabs
- Track the status of every request with real-time filters
It’s the fastest way to stay on top of your tax form tasks—right where you’re already working.
Automate W-9 collection with API
Use our API to request and manage W-9/W-8 forms directly from your own systems. Ideal for platforms or businesses managing high recipient volume. Learn more
Ready to simplify W-9/W-8 collection?
With TaxBandits, you’re in control of how you collect, manage, and store recipient tax forms—all while reducing paperwork and ensuring compliance.
Start collecting smarter—try W-9 Manager today.
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