How do I add a w9 to a contractor once it's already been sent to the contractor to upload themselves? It just says "waiting for info" and won't allow me the option to add

Thanks for reaching out to us, Alexis. You don't need to manually upload the documents to QuickBooks Online (QBO) if you've sent an invitation link to your contractors. Let me provide further explanation.

Based on your scenario, it appears that your contractors have emailed their information to you manually. Please know that when sending them an email inviting them to fill out and submit their W-9 information, they can either log in to QuickBooks Self-Employed with an existing Intuit account or create a free one. 

Once done, they need to digitally complete and sign the form to save their information. This way, a PDF of the signed W-9 will automatically be added to their profile in your QBO account. To verify, go back to the Documents tab, and the W-9 form will change from Waiting for info to Download. 

I'll share this reference for an in-depth explanation: Invite a contractor to add their own tax info.

If you've verified from your contractors that they have completed the form online, we can perform browser troubleshooting options to isolate the issue. Please refer to these keyboard shortcuts:

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

Once resolved, you can return to your original browser to clear its cache or utilize another compatible one. It may be a temporary issue with QBO or the window you're using.

Moreover, you'll need to file 1099s with the IRS if you pay contractors in cash, check, or direct deposit. Here's a guide to help you prepare them seamlessly come tax time: Create and file 1099s with QuickBooks Online.

Please don't hesitate to reach out to the Community whenever you have other concerns about W-9 forms. We're always here to help. Keep safe, and have a great rest of the day.

Thank you for your response. 

the invite was sent to the contractor but the contractor has elected to not complete it on his end through QBO and has elected to just email me his w9 and coi instead. 

I have no way to update his info as it’s still in a “holding pattern” waiting for him to complete. Should I try to delete (or is there a way to delete) this new contractor and reenter them so the info can be appropriately uploaded all in one spot? 

Hello there, Alexis.

I'll ensure you can add your contractors' information in QuickBooks Online.

When contractors decide to send W-9 manually after being invited to enter their information, you can add the details yourself without removing and adding them again in the system. Let me guide you on how.

1. Go to Payroll, then Contractors.
2. Locate the contractor and click on it.
3. In Personal details, select Waiting for info.
4. Choose a Contractor type: Individual or Business.
5. Fill in all the necessary information.
6. Once done, click on Save.

Moreover, you can utilize these materials for guidance on reviewing which contractors need 1099s and fixing related issues:

• Create 1099 reports in QuickBooks
• Troubleshoot missing contractors or wrong amounts on 1099s.

Keep us updated if you have additional questions when setting up contractors or other related concerns in QuickBooks Online. We're always here to help.

Clicking on “waiting for info” is not an option. 

I can complete the prompts until I get here: In Personal details, select Waiting for info. Choose a Contractor type: Individual or Business. Fill in all the necessary information

I appreciate your sharing an update regarding adding your contractor's info, Alexis.

I'm here to offer additional details on successfully adding your contractor's info. 

To confirm, were you able to complete the prompts and save the contractor's info? If not, you can use the Expenses tab and add the details of your contractor there instead. Let me guide you through the steps.

1. Navigate the Expenses tab and select Vendors.
2. Select the vendor.
3. Click Edit.
4. Enter the necessary information.
5. Tap Save.

If you're still unable to complete the process, I would suggest contacting our QuickBooks Support so they can access your account and further assist you in adding the contractor on your behalf.

Further, I encourage you to use these resources provided by my colleague in the previous reply for guidance on reviewing which contractors need 1099s and fixing related issues:

• Create 1099 reports in QuickBooks
• Troubleshoot missing contractors or wrong amounts on 1099s.

If you require further assistance managing contractors or related matters, reply to this thread. I am here to support you at any time.

Hello:

I too have the same problem as the person above. I may have missed the prompt to send and email to the contractor when I initially set him up. I contacted the contractor and he said he never got an invite email. He sent me the W9 in a .pdf file. When I go to the document tab in his record, it indicated the w9 is "Waiting for info." How can I resend an invite for him to upload his W9 since it appears there is no way to add it manually. I have contact support and they haven't found an answer for me either.

Thank you.

Sandy

Thanks for joining the Community and getting involved with this thread, snagy1953.

To send a new invitation to a contractor, you'll need to make their profile inactive, then re-create a new profile for them.

Here's how:
 

1. In your left navigation bar, go to Payroll.
2. Access the Contractor tab and locate the one that needs to be inactivated.
3. Click their name.
4. Use your Active drop-down arrow.
5. Select Mark as inactive.

Next, you can re-create their profile:
 

1. From the Payroll screen, go to Contractors.
2. Click Add a contractor.
3. Enter their name and email in your available fields.
4. Select Add contractor.

In regard to adding a contractor's information manually, you can follow the steps shared in KimberlyS and GlinetteC's posts.

I've also included a detailed resource about inviting contractors which may come in handy moving forward: Invite a contractor to add their own tax info

I'll be here to help if there's any questions. Have a wonderful Thursday!

Thank you for your reply. 

I can make this contractor inactive and create a new profile, but we've already paid him twice. Before I make this contractor inactive, I need to know -  Will the old profile somehow tie in to the new one? How will having a new profile affect his 1099, and won't it show up as a duplicate?

thanks

Sandy

Thank you for the prompt response, snagy1953. I would love to help you with your contractor in QuickBooks Online.

Once the contractor is made inactive, the old profile won't tie into the new one. To combine the transactions, what we can do is merge them.

Here's how:

1. At the left navigation panel, select Expenses.
2. Click the Vendors tab.
3. Select the name of the old contractor.
4. Click Edit.
5. In the Vendor display name, enter the exact name that you put for the new one.
6. Select Yes.

Regarding their 1099s, once you create a new profile and merge it with the old one, it won't show up as a duplicate.

Additionally, you can check this article on generating reports to give you an overview of different aspects of your business: Run reports in QuickBooks Online.

I'm only a post away if you need more help with your contractors in QuickBooks. I'd be delighted to help you out again. Have a wonderful day.

HOORAY! That actually worked!

Thank you so much for the help!

Regards

Sandy

Hi there, Sandy.

We're glad to know that sort things out about resending an invite to the existing 1099 contractor.

Please know that you can always reach out to us again if you need anything else. 

Does a contractor have to pay and create account just to add their information as an independent contractor under my company?

I always find it exciting to see new members actively engaging in Community discussions, Ozz. It’s nice to have fresh perspectives and questions as they contribute to our collective knowledge. I’d like to take a moment to join this thread and address any inquiries you may have regarding the process of adding contractors to QuickBooks Online (QBO). 

Inviting contractors to QBO accounts is a straightforward process which does not require payment from the contractors themselves. In this process, your contractor need to log in using an existing Intuit account if they already have one. If they do not have an account, they can easily create a free account, allowing them to share their tax information with you. This setup ensures all sensitive data is handled safely and efficiently.

I'll add a few resources you can read to learn more about adding contractors to QBO. These materials will guide you through the entire process, ensuring you have all the information you need to manage your contractors effectively:

• Invite a contractor to add their tax info
• Fill out a W-9 and view your 1099-MISC in QuickBooks Self-Employed

Effective contractor management is crucial for maintaining accurate records, Ozz. If you have specific questions about adding contractors, tracking payments, generating W-9 forms, or any other related topics, I encourage you to leave a comment below. I will promptly respond to your inquiries and provide the information you need to make informed decisions.