Let me share some information on how the online program handles the W-9 form, AnnaJoy2023.

As mentioned by my peers, your contractor has to submit the W-9. Also, the option to upload the form is currently unavailable.

I recognize how vital it is for you and other users to be able to upload or obtain an electronic copy of your contractor's W-9. You will no longer have to manually open their profiles or look up a hard copy.

Please know that we value our customers' thoughts and ideas, especially when developing new features or improving existing ones. This information will assist us in determining which areas require enhancements to better meet our customers' needs. I encourage sending feedback about adding the functionality mentioned above directly to our engineers for inclusion in future updates.

Here's how:

1. In QuickBooks Online (QBO), head to the Gear icon and choose Feedback under Profile.
2. Enter your product suggestions in the Feedback window. 
3. Click Next to submit.

You can learn more about how your contractors can add their own 1099 tax information in QuickBooks Online (QBO), fill out the form, and update the data by visiting the following resources:

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

Additionally, these articles will direct you on how to create your contractors' 1099s, the procedures to file them, and solutions to frequently asked questions regarding the form:

• Create and file 1099s with QuickBooks Online
• Get answers to your 1099 questions

If you have additional questions about W-9 and other forms (payroll or contractor), drop a comment below and tag my name. I'll jump right back in to respond to them. Have a good one, AnnaJoy2023.

I have had this problem too. The only solution is to go to their name under Vendors (vendors and contractors are one and the same) and add it as an attachment to the Vendor Details. That way you have it attached to their profile if you need to access it. If you use Quickbooks as your payroll solution, they will use the info you have entered (all you need is the name, tax ID and address and they will send out the w9s electronically.

the fact that we can't upload W9s we already have from contractors is ridiculous.

I am beyond irritated with this issue. It's frankly ridiculous how this is handled. Like so many others in this thread, I already had the W-9s from my contractors and entered all the pertinent info (tax ID, mailing address) in their vendor profiles so I could e-file the 1099s through Quickbooks, which I did. Now I'm finding out that Quickbooks emailed all of those contractors asking them to create accounts and fill out W-9s! I had no idea that would happen and it's honestly embarrassing as this went out to law firms, high level consultants, etc.  One contractor contacted me to complain about all the hoops. Some thought they wouldn't even receive the 1099 unless they created an account and filled out the W-9 again. All I thought Quickbooks was going to do was email them that a digital copy was available, but they created this whole mess, and now all my contractors profiles in Quickbooks say "Waiting for info" in the Documents tab.

At this point, the damage is done, but I'm wondering if I should remove all email addresses so Quickbooks can't contact contractors like this again. The 1099s would still go out by mail, which is really all that needs to happen. I'd like to offer contractors the convenience of accessing the 1099 digitally, but not when it comes with the inconvenience of filling out paperwork they've already completed. This whole system is just boneheaded.

I would like to add a copy of their insurance certificate as well as their contractor license and w-9.  Can I add those attachments to the vendor file?

I can help you with adding attachments to your vendor's profile, @KC485.

You can attach a copy of your insurance certificate, contractor license, and w-9 to your vendor's profile. Just make sure that it's either of the following file types:

• PDF
• JPEG
• PNG
• DOC
• XLSX
• CSV
• TIFF
• GIF
• XML

Here's how to attach a document to your vendor's profile:

1. Go to Get paid & pay and choose Vendors.
2. Select a vendor and click the Vendor Details tab.
3. Choose Attachments.
4. Browse and select the file you want to attach, then click on Open.

For more information about adding attachments to a vendor or customer profile, check out this article: Add or delete attachments in QuickBooks Online. 

Here's how you can add a bill to your vendors and record bill payments: Enter and manage bills and bill payments in QuickBooks Online. 

I'm always here if you need further help with adding attachments to your vendor's profile. Let me know by leaving a reply below. Keep safe, and have a wonderful day!

And how does enable one to manually add a W-9? It is not explained in the response.

I have some details on what you can do about this, Path. 

Normally, your contractor will be the one who fills out the form and submits their W-9 forms. This is because this entails confidential information that your contractor alone should know. But, since your contractor won't cooperate with filling out the W9 form, you can enter the information on their behalf. You'll just have to make sure to ask for the personal details needed for your contractor. You can follow this article so you'll know how W-9 is added to complete your contractor's 1099: Fill Out A W-9 And View Your 1099-MISC in QuickBooks Self-Employed.

Furthermore, QuickBooks offers a variety of payroll reports that you can use to get the right data for your business and employees. To know more, check out this article for more information: Run Payroll Reports.

Let me know if you have additional concerns about the w-9 form. I'll be right here to further assist you.

I feel the pain of QBO in addressing the "add attachments feature", which may have been the old scan feature. That said the firm I support has 1099 / direct deposit data in hard copy which I believe is a bad practice since vital data could be accessed. So I attempted to scan these documents into PDF format, sent them to a file accessible with QBO. The path used was EXPENSES >Vendor>add attachments. I downloaded these documents to the respective contractor/vendor file. The process appeared to be successful until I attempted to process payroll. In attempting to run payroll all of the contractor file were missing! Research showed that the "track 1099" box had been unchecked. Rechecking them proved to resolve the absence of the contractor in the payroll process as they appeared in the payroll listing. However, there individual file had an error that indicated W9 data was missing. Opening the individual contractor file/record showed that in the personal data section the first, middle and last name had been deleted,  W9 data was intact. Entering the contractor name resolved the problem. My concern or question what caused the deletion of the 1099 tracking and the contractor's name to be deleted by adding a PDF file into the attachment section of the record/file?

Thank you for reaching out and providing detailed information about the issue you're experiencing with adding a PDF file attachment to your tax forms in QuickBooks Online (QBO), Ggl2. I'll route you to the appropriate support team, who can help you rectify this specific problem.

It's important to note that in QBO, attaching PDF files should not result in any deletion of your information. You may have experienced an unexpected behavior that led to this issue. To investigate what caused the situation you encountered, I suggest contacting our Payroll Support Team. They have the tools to access your account and find the root cause of the omission of the 1099 tracking and contractor's name. Here's how:

1. Sign in to your QBO account.
2. Go to Help.
   
   
   
   
3. Tap the Search tab and select Contact Us.
   
   
   
   
4. Enter your concern, then hit Continue
5. Choose a way to connect with us:
   • Start a chat.
   • Get a callback.
     
     
     

Support Hours for QuickBooks Online Payroll Core - Monday to Friday, 6 AM to 6 PM PT. For QuickBooks Online Payroll Premium, Elite - any time, any day.

I am dedicated to ensuring you receive the assistance you need. If you have any further questions about handling tax forms, adding attachments in QBO, or running reports, please let me know by leaving a comment below. Your satisfaction is our priority, Ggl2.