W-9 collection and the sealed TIN vault
Collect and track vendor W-9s through their lifecycle, store taxpayer identification numbers in a sealed vault shown masked, and check 1099 year-end readiness.
- Plans
- Core and above
- Availability
- Rolling out in prelaunch
- For
- Owners, Bookkeepers, Accountants
- In KontoCore
Taxes → 1099 → W-9s · Vendors → (vendor) → Tax information
Built – unverified (prelaunch). Human certification pending.
In plain English
Before you file 1099s you need each contractor’s W-9 and tax ID. KontoCore tracks who has supplied one and keeps the number locked away.
What this does
Each vendor marked 1099-eligible has a W-9 status. The W-9 document is stored as evidence, and the TIN is stored separately in a sealed vault — never in ordinary vendor fields, notes, or exports.
TINs display masked (last four digits). Revealing a full TIN is restricted and logged.
Year-end readiness lists vendors over the reporting threshold with missing W-9s, missing TINs, or unmapped payment accounts.
How to
Record a W-9
- 1Open the vendor → Tax information.
- 2Upload the signed W-9.
- 3Enter name, tax classification, address, and TIN; the TIN goes straight into the vault.
- 4Save. Status becomes Received.
Check readiness
- 1Taxes → 1099 → Readiness for the tax year.
- 2Resolve each flagged vendor.
- 3Export the reviewed summary for your preparer or filing provider.
Statuses and lifecycle
| Status | Meaning |
|---|---|
| Requested | W-9 asked for, not received. |
| Received | Document and TIN on file. |
| Expired / superseded | A newer W-9 replaced it; history kept. |
| Missing | Required but not on file. |
Corrections, voids, and reversals
- Upload a new W-9 to supersede an old one; earlier versions are retained, not overwritten.
Audit trail
- Every TIN entry, change, and reveal records the user and time. Full TINs never appear in audit text.
Availability and provider notes
- Built – unverified: this workflow exists in the prelaunch product but has not yet completed human certification. Review results before relying on them.
- Electronic 1099 filing requires a filing provider. Requesting W-9s by email requires a configured email service.
Permissions
- Only owners, administrators, and users with tax permission can view or change tax information; revealing a full TIN may be further restricted.
What happens in your books
No accounting effect. Readiness reads posted payments to 1099-eligible vendors.
Common mistakes
- Typing a TIN into vendor notes or memo fields.
- Assuming readiness means 1099s were filed.
Troubleshooting
Vendor missing from readiness
It isn’t marked 1099-eligible or payments were by card (reported by the card processor).
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