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Invite a contractor to add their own tax info

by Intuit•500• Updated 1 week ago

Invite your contractors to complete their own profile and tax info in QuickBooks Online and QuickBooks Contractor Payments. This isn't available in QuickBooks Desktop.

When you hire a contractor, they need to complete and sign a W-9 that includes their name, address, and EIN or Social Security number. You’ll need this info for tax time. QuickBooks Online and QuickBooks Contractor payments encrypt ‌sensitive tax info to keep it secure.

Note:

  • For more information about W-9s, see the Internal Revenue Service’s Instructions for the Requester of Form W-9.

If you use our 1099 e-file service, your contractors will also be able to view and get their 1099s from the same account. If you are ready to create your 1099s, see What is a 1099 and do I need to file one?

For a better experience, open this article in QuickBooks Online. Launch side-by-side view Open this link in a new window

Check out this video on how to set up your contractors in QuickBooks Online.

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Pay contractors quickly and make managing your team easier with QuickBooks Payroll.

Email your contractor a request for tax info

Ask your contractor for their W-9 and bank info by email. You can do this when you’re adding them to QuickBooks, or ask later.

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Select Add a contractor.
  3. Enter the contractor’s name and email in the fields provided, and opt for QuickBooks to send them an email.
  4. Select Add contractor. This adds them to the Contractor and Vendors tabs.

We’ll email your contractor an invite to fill out their tax info. They’ll need a QuickBooks account to do so. If they don’t have one, they can create an account.

Next steps

When your contractor gets the email, they’ll enter their W-9 info and digitally sign the form. We store their personal information in their Details tab, and a PDF of the signed W-9 in their Documents tab. 

We sync your entry for the customer to match any updates to their QuickBooks account info.

If you file your contractor’s 1099 through QuickBooks Online or QuickBooks Contractor Payments, it’s added to their account. You can download it from your Incoming forms (Follow this link to complete in product) under their customer entry.

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Select your contractor from the list.
  3. Select Waiting for info.
  4. In the pop-up window, select whether your contractor is an individual or a business.
  5. Fill out the tax info you have available, then select Save.

Related links

QuickBooks Online AdvancedQuickBooks Online EssentialsQuickBooks Online Payroll CoreQuickBooks Online Payroll EliteQuickBooks Online Payroll PremiumQuickBooks Online PlusQuickBooks Online Simple Start

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