Automating the W-9 Collection Stage in Worksuite

For talent who file taxes in the United States, the Tax information form generates their W-9 for you.

Simplify your onboarding workflow by automating the W-9 collection process in Worksuite. This guide explains how to add the Tax information stage to a workflow, ensuring that freelancers and vendors submit their tax forms at the right point in the pipeline. Learn how to streamline tax document collection and stay compliant with IRS requirements.

TABLE OF CONTENTS

What is it?

When a talent's tax filing country is the United States:

  • The selections on the Tax information form align with Form W-9
  • You don't need a separate agreement stage for the W-9: it's generated from the Tax information form. Freelancers who file taxes outside the US don't get a W-9. To collect W-8 forms from them, see Set Up Onboarding and Payment for Non-US Freelancers.

This increases efficiency and ensures consistent and accurate information, especially should your talent tax filing information change. For example if your talent establish an LLC and update their filing status from Individual to Business.

How it works?

Your talent fills in their tax details under Settings → Tax information and saves the form, which creates a signed W-9*.

*A W-9 is created only when the tax filing country is United States. Talent who choose Other and then a US territory, such as United States Minor Outlying Islands, get no W-9.

How to add to a workflow?

You can add a Tax information stage to the workflow so that, during onboarding, your talent fill in their tax details and, if applicable, generate their W-9.

  • Go to Workflows > Workflows in the side menu.

  • Click the ⋮ menu to the right of the workflow name and choose Edit.
  • Click Partner-facing stage and choose Tax information. Click Save, then click Save workflow. If Tax information isn't in the list, contact Worksuite Support.

Where can you find your talent's W9?

Worksuite securely stores each freelancer's most recent and up-to-date W9.

You'll find it under your talent's profile > More info > Tax information > Download W9 Form.

Note: if your talent has old versions of a W9 because they updated their tax information, a Previous Tax forms button appears under your talent's profile > More info > Tax Information.

Support/Resources

Still have questions about the automatic W-9 stage? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.