I got W-9 from a contractor. How do I upload it instead of having them do so?

Hello there, @evgeny1.

To help make easier QuickBooks Online includes an option to invite contractors to fill out their form and sign them electronically inside an Intuit account. Let me guide you on how it works:

1. Go to the Workers tab then select Contractors.
2. Click Add a contractor.
3. Enter the contractor's name and email.
4. Make sure the box is checked to invite them to enter their information.
5. Hit Add contractor.

Then, we'll send your contractor an email inviting them to fill out and submit their W-9. They’ll either log in with an existing Intuit account or create a free account to securely share their tax info.

Once the contractor submits their W-9, you can see their profile in both the Contractors tab and the Vendors tab, Also, you can view and download the W-9 in the Documents tab.

For more information about the process, check this article: Invite a contractor to add their own 1099 tax info.

I've provided these articles on how to make forms 1099 MISC in QuickBooks Online and file them with the IRS:

• Prepare and file 1099s
• E-file through the 1099 E-File Service (QuickBooks Online)

Feel free to let me know if you have additional questions. I'm here to help. Take care.

@JoesemM 

Your answer did not answer the OP question

@evgeny1 

You can not upload it and have the data entered, and actually the requirement is to have a signed, under penalties of perjury,  w-9 on file.

Bring up the vendor/contractor record and manually enter the tax id number, there is nothing else that matters as far as the vendor record is concerned. Well assuming you have the vendor check marked as being eligible for the 1099

I have 80 or so signed W-9 forms from my contractors how can I upload those signed forms.  I do not want to have them do new W-9s because they just completed them this month.

Thanks for joining us here, @rixbiz.

I have some information about uploading signed W-9 forms. As mentioned by our allstar Rustler, we're unable to upload that form in QBO. You'll just need to record your vendor or contractor's information in QuickBooks and make sure to mark it as 1099 eligible.

Learn more about how to set up and track contractors 1099 at this link here. You can also check out this guide on how to prepare it for the 2020 tax season: What is a 1099 and do I need to file one?

If you need help with other QBO tasks, click this link to go to our general topic with articles.

Feel welcome to message me anytime if you have other questions or concerns. I'm always here to help. Take care have a great day ahead.

When you say "mark it" as 1099 eligible, where is this? I do not see this on the contractor personal detail page. 

Greetings, @Level Zero LLC.

Once you enter your contractors, it is automatically marked to track 1099 payments. I can guide you on how to verify this in your QuickBooks account.

1. Go to the Expenses menu.
2. Choose the Vendors tab.
3. Locate the name of your contractor.
4. Double-click on the contractor's name.
5. Click the Edit button.
6. Make sure that the Track payments for 1099 tickbox are marked. 
7. Click the Save button.

You can read through this article to learn more about how your contractors can add their own 1099 tax info: Invite a contractor to add their own tax info.

Keep me posted if you have other questions about managing your contractor information in QuickBooks. I'm always here to lend a hand.

For those that have a signed copy of a W9 on file already, but want to link it to the vendor:  We opted to just add a scanned copy of the W9 to the vendor file as an attachment.  See @IamjuViel 's screenshot.  To the left of the Track payments field you'll see the paperclip icon to add an attachment.  That's been working for us so far as an alternative place to link the W9 to the vendor.

This was a great idea. Thanks for sharing this alternative. It worked for me. 

Will quickbooks still file them electronically at the end of the year if I upload the W-9 as an attachement?

Thanks for joining in this conversation, @agustinacuchi. QuickBooks will let you file your 1099's electronically if your E-file is active.

Get more information about preparing your contractor's 1099 at year-end: What is a 1099 and do I need to file one?

I'm always around here to be your guide if you have any additional or other concerns. Take care!

Go into their VENDOR profile and you can upload documents there. Do not do it under CONTRACTOR. Once you add them as a contractor they show up under your vendor list.