How much time did you just spend gathering W9’s from people, so you could issue 1099s? I know it’s always such a chore when I have many clients, who have many sub-contractors, and many of them have never sent in their W9, so that we can easily issue them, their 1099.

Smartsheet saves the day once again. We can set up a separate sheet for each client, but why bother? Set up one global sheet. Then you capture all of the W9s you need in one place. You can embed the form on your website. As you’ll see in the video, you can add a column for the Payor. Then when you send the link to someone to upload their W9, you can tell them what to indicate in the Payor line, so you know which company this is for. This will enable you to filter your sheet for the one Payor, to get all of the W9s for that client in one, nice, neat view.

There is another big benefit to gathering W9s with Smartsheet. Next year. I know that I have often struggled looking for those W9s that I had gathered “last year” and found myself frustrated when I couldn’t find them. The way I am suggesting doing this, is by having one project in Smartsheet for all W9’s. Every client’s vendors, and their W9s in one place. This way you don’t need to worry about where you filed them in this client’s folders vs where you filed the W9s in that client’s folders.

Smartsheet is perfect for gathering W9s, because you can set up a web form, with all of the fields one needs to fill out on a W9, and also provide for the upload of the W9 form.

Have you ever gotten a W9 from someone that you couldn’t read?

We need that signed copy uploaded, but the form they fill out gives us the same information, in what is guaranteed to be a legible format.

This is why I’m in love with the idea of using Smartsheet’s web form to gather W9s.

Bonus tip!

Embed the form on your website, and send people there to fill it out. It’s just one more way to send traffic to your site. Bookmark the page, so that any time you need to send someone the link, you have it at close reach.

Here’s what the form looks like, embedded on a web page (or blog post):