How can I resend a request to a contractor requesting for them to fill out W9 information?

Good morning, @DRTC. I hope you're having a great week so far.

I'm here to help you resend a request to your contractor for them to fill out the W9.

Let's begin:

1. Go to Workers on the left-hand menu, then Contractors.
2. Pick the contractor's name.
3. Click Edit.
4. Remove Business ID No. (either SSN or FEIN), and hit Save. This way, the system will be triggered to provide a new invite option.
5. Hover your mouse on Workers, then select Contractors. 
6. Next to the contractor's name, press Send email.

That should do the trick! For more information on Contractors and their W9 in QuickBooks Online, click here.

Let me know if you have additional questions. I'm always here to help.

I found this post when searching for a solution to the same question.  However, when I try to save the vendor file without a Social or EIN, an error message prevents me from saving the file as that is a required field.  Please help?  

Hello there, @crm46.

You can only send an email invitation during the initial set up in QuickBooks.

You'll need to update the email address from their profile. However, you can't re-invite them to complete their W-9 information. You can add them again as a new contractor and make the other one inactive.

Here's how:

1. From the left menu, click Workers.
2. Select the Contractor.
3. Locate the contractor, then click the drop-down under their name, then hit Mark as inactive. 

Additionally, if you have a transaction to that contractor, you'll want to reallocate those transactions before inactivating it.

Just in case, I'll add this article for future reference: Invite a contractor to add their own 1099 tax info.

Keep me posted if there's anything else you need or you have additional questions about W-9. I'm always here to offer help.

Thanks so much for the response!  I will keep that in mind, especially if there are no transactions.  With my current case, however, I did have quite the payment history this year before discovering the problem with his EIN.  So, I tried adding a new contractor, adding a middle initial so that the record would add without getting the duplicate record error.  Then, I sent the W-9 request with no problem.  And lastly, I merged my two vendor records back together.  Now, I'll just have to see if he fills out the invitation form.  I can see on the vendor record that it shows the email request was sent.  Hopefully this will work?  

Yes, that should work, @crm46.

That's a great trick to do it. When you merge vendors, all your data moves to the vendor you want to keep.

You can check out this article for future reference about W-9 form and instructions: About Form W-9, Request for Taxpayer Identification Number and Certification

Please let me know if you have other concerns. Have a good day.

Why isn't it possible to re-send? What if vendors have moved, etc.? I would also like to have a signed W-9 on file for all vendors, but if their SSN is already on file, it seems QBO won't allow me to request a W-9. This makes no sense.

Hi there,

In QuickBooks Online, the platform is designed to prevent duplicate W-9 requests when a contractor's Social Security Number (SSN) or Tax ID is already on file. There are three options available for updating the contractor's information:

• Download the W-9 form directly from the IRS and send it to the contractor via email or any other communication channel outside of QuickBooks Online.
• Remove the existing SSN or EIN from their profile, allowing you to re-send the W-9 through QuickBooks Online and trigger the request feature again.
• Create a new contractor profile and invite them to enter their own tax information.

If you choose Option 1, you'll have to update the contractor details manually in QuickBooks Online once they return the form.

For Option 2, the Send reminder option will be available and your contractor will receive additional email about the pending task.

For Option 3, you'll have to merge the contractor profiles after they accepted the invitation and enter their own tax information. You can use this link for reference: Merge duplicate vendors.
 

Let us know if you need anything else so we can further assist you.

Thank you for your response. However, before I even asked this question, I tried removing the existing SSN from a vendor's profile, but it would not let me save. I tried changing it to all zeroes. It saved, but did not trigger the request feature again.

We appreciate you coming back and the effort you've made to resend an invitation to your contractor. Allow me to provide clarifications about why you can't generate a new invitation request.

Removing or zeroing out the SSN won't re-trigger the W-9 request feature because the initial setup method determines whether a W-9 is generated.

With that said, may I ask if you’ve tried my colleague’s suggestion of updating your contractor’s information? You could directly download the W-9 form from the IRS and email it to the contractor, or remove the contractor’s profile entirely, recreate it with the correct details, and then send a fresh invitation.

Additionally, I recommend reaching out to our Live Support team for more personalized guidance. They can assist you step-by-step using tools like screen sharing to resolve this issue efficiently.

Please review their availability before contacting them:

• Monday–Friday: 6 AM–6 PM PT
• Saturday: 6 AM–3 PM PT
• Sunday: Closed

If you still need further assistance, please don't hesitate to leave a post below.