People copy, chase, reconcile, and re-enter information because the workflow has no reliable handoff.
Vendor records, without the spreadsheet chase
Keep Every Vendor W-9 Organized, Encrypted, and on Schedule
Give your operations team one private workspace for vendor records, document files, expiration dates, and exports.
Desktop build verified
Android planned
No charge today. We will share final pricing, platform support, and delivery terms before you decide to buy.
The Real Cost
Missing W-9s Are Blocking Your Payments
Your accounts payable team is constantly chasing vendors for W-9 forms. Without them, you can't process payments, comply with IRS reporting, or maintain accurate records. The chase creates delays, frustration, and compliance risk.
Payment Delays
Vendors can't be paid until their W-9 is on file. The back-and-forth of requests, reminders, and follow-ups slows down your entire AP process and damages vendor relationships.
Compliance Gaps
Missing or outdated W-9s create IRS reporting issues and potential penalties. Without a systematic collection process, you're exposed to audit risks and compliance violations.
Disorganized Records
W-9 forms scattered across email inboxes, shared drives, and paper files make it impossible to verify what you have and what's missing. This disorganization creates inefficiency and risk.
How We Help
Automated W-9 Collection and Management
Our W-9 Collector automates the entire process—from requesting forms to validating information and tracking expirations. You get complete compliance, faster payments, and a single source of truth for all vendor tax information.
Automated Vendor Requests
Systematic email campaigns automatically request W-9 forms from new and existing vendors. Reminders are sent at optimal intervals until the document is received.
Automatic Validation
Each submitted W-9 is automatically validated against IRS records for accuracy. Invalid or suspicious forms are flagged for review before being added to your system.
Expiration Tracking
Automated tracking of W-9 expiration dates with proactive renewal requests. You're notified well in advance when forms need to be updated, eliminating compliance gaps.
Seamless Integration
W-9 data automatically syncs with your AP system, ERP, and tax filing software. No manual data entry required, ensuring consistency across all your platforms.
Why this matters
The cost is rarely one dramatic failure. It is the friction your team absorbs every day.
Disconnected tools, manual handoffs, and unclear ownership make ordinary work slower and harder to measure. The first job is to expose the constraint before choosing technology.
Important details arrive in calls, inboxes, documents, and forms but do not reach the next person cleanly.
A new subscription does not help when nobody owns the rules, exceptions, approvals, and maintenance.
How the solution works
Start with one constraint, then build only what the process can support.
Client-owned assetsHuman approval gatesInspectable handoffNo outcome guarantees
Document the trigger, inputs, systems, decisions, exceptions, and current owner.
Implement the smallest useful change with explicit approval and fallback paths.
Measure the workflow against its starting point and hand over an inspectable system.
Local-firstCore records stay on your computer
AES-256-GCMSensitive fields and files are encrypted
Clear deadlinesSee documents before they expire
Focused workflow
Everything you need to move the work forward
A practical tool for a specific operational job, with less setup and less clutter.
Encrypted vendor records
Protect EINs, addresses, custom fields, and uploaded documents at rest.
Expiration tracking
See which W-9s and supporting certificates need attention before they become a problem.
Import and export
Bring in vendor lists by CSV and export clean records when accounting or compliance needs them.
Document workspace
Keep vendor details and supporting files connected instead of scattered through email folders.
Secure Drop option
Request browser-encrypted uploads through an optional hosted intake flow once production services are configured.
Simple ownership
Use a focused desktop app without turning vendor paperwork into another monthly workflow platform.
How it works
From task to trusted record in three steps
Add the vendor
Create the vendor record or import an existing list.
Store the documents
Attach W-9s and supporting files to the correct vendor.
Stay ahead
Review upcoming expirations and export records when needed.
Release status
Clear about what is ready
We are preparing checkout, signing, licensing, and downloads. The page will switch to purchase actions only after the customer artifacts are verified.
Desktop app
Desktop build verifiedThe local desktop build is functional. Final checkout, licensing, signing, and customer download packaging still need to be connected.
Android app
Android plannedA dedicated Android release is planned after the desktop purchase and delivery flow is finished.
Launch note
Coming soonSecure Drop requires production Cloudflare storage and license-service configuration before it can be sold as an enabled add-on.
Product questions
What teams ask before they reserve
What is W-9 collection software?
W-9 collection software gives a business one place to organize vendor records, tax forms, supporting files, and follow-up dates instead of chasing documents across email and spreadsheets.
Can W-9 Collector track vendor documents locally?
Yes. The core desktop workflow is local-first, with encrypted sensitive fields and files. Optional hosted intake is only offered after the production service is configured and verified.
Founding access
Help shape W-9 Collector before public release.
Reserve your place at no charge. Founding-access members get the release brief first, a direct channel for workflow feedback, and the choice to purchase only after the final terms are clear.
FAQ & risk reversal
Questions to answer before you commit
Clear ownership, boundaries, and measurement matter more than a vague promise.
Where should we start?
Start with one repeated, costly, delayed, or fragile workflow. Document how it works today and choose an observable result before discussing tools.
Do we need to replace our current systems?
Usually not. The first option is to improve the handoffs around the systems your team already uses. Replacement is considered only when the current tool is the constraint.
What stays under human control?
People keep responsibility for unusual, sensitive, expensive, regulated, or relationship-heavy decisions. Approval and stop paths are defined before launch.
How is scope and pricing determined?
Scope depends on systems, data, exceptions, access, risk, and handoff requirements. You receive a defined scope and ownership plan before paid implementation begins.
Make the next decision
What is the first business constraint worth solving?
Describe one costly, repetitive, or fragile workflow. We’ll review the fit and respond with the most useful next step—not a canned pitch.
- Where does work wait, repeat, or fall between people and systems?
- Who owns the process today, including exceptions and approvals?
- What observable result would make a first improvement worthwhile?