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Level 1

How can I send a 2nd reminder for a w9

I have already sent the first request for a w9 and a 2nd reminder for a w9 can i send another one? if so how?
QuickBooks Team

How can I send a 2nd reminder for a w9

Yes, you can send a second W9 reminder to your contractors in QuickBooks Online (QBO), @citysideapplianc. Let me guide you how.


Your contractors can safely share and complete their profile (W9) information in QBO. When they're unable to fill out the first W9 request, no worries because you're able to send another one through their profile. Here's how:

  1. Go to the Payroll menu.
  2. Select Contractors.
  3. Find and select the name of the contractor to open his/her profile.
  4. Click the Send a reminder hyperlink.
  5. Select the Send button in the Send a reminder window.


I've attached screenshots below for your reference.



Once your contractor completed the W9 form, you're able to view and download the file through their profile's Documents tab. Please see the attached screenshot below.



Additionally, you can check out this article to learn more about the forms and associated taxes for contractors: Instructions for independent contractors. It includes topics about Form W9 and 1099s to name a few.


I'm also adding this article about preparing Form 1099 when you employ independent contractors: 2020 Instructions for Forms 1099-MISC.


Please know that you're welcome to comment below if you have other concerns or follow-up inquiries about managing contractors in QBO. I'm just around to help. Take care always. 


Level 1

How can I send a 2nd reminder for a w9

Fortunately I understand  all of that however I've done all of that and sent the reminder so this will be the 3rd invitation and can't figure out how to do that 3rd one as it won't give me that option send him another one. Is there a way to send it after the reminder as again there is not option.


City Side Appliance

QuickBooks Team

How can I send a 2nd reminder for a w9

Thanks for getting back to us, @citysideapplianc.


The invitation sent to your contractors will expire after 24 hours. You can re-send it and inform them that they can enter their W-9 information after the interval.


However, if it's already passed 24 hours, you can sign in to your account via a private window. The browser’s cache stores too many files, that causes unexpected behavior in QBO.


To bring up a private window, follow the steps below.


  • Mozilla Firefox: Ctrl + Shift + P
  • Safari: Command + Shift + N
  • Google Chrome: Ctrl + Shift + N


Once the private browsing opens, try inviting your contractor again. If it works, you can go back to your original browser and clear the cache. Alternatively, you can use other compatible browsers


If the issues persist, I recommend contacting our QBO Care Team. They can check what's causing the issue and will help you in inviting your contractor:


Here's how to reach them:


  1. Choose the Help menu in the upper right hand to open the Search window.
  2. From there, scroll down to click the Contact us link.
  3. Type the issue/topic in the field box and then hit the Let’s talk button.
  4. Select how you want to reach out to our support team: Message an agent or Get a callback.


You might also want to check this article for reference in case you want to edit your contractor's payment in the future: Add or edit contractor payments (for 1099 filings).


I'm just here to help you if there's anything else that you need assistance with. You take care always and have a great day!


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