Automate W-9 forms and contract signing as part of your onboarding process

Manually onboarding new vendors or contractors is slow, error-prone, and doesn't scale. That’s why we’ve implemented automated W-9 form handling and contract signing as part of the onboarding process for several of our clients. The result is faster, more accurate onboarding that also improves compliance.

Here’s how it works.

Auto-filled W-9 forms

When a new contractor or vendor is onboarded, the system automatically generates a W-9 form with prefilled company information based on what they submitted in the onboarding form. We integrate official IRS W-9 templates to ensure the document is compliant.

The form can be reviewed and signed digitally in just a few clicks, with no back-and-forth emails, no printing, and no waiting.

Integrated contract signatures

Alongside the W-9, our onboarding flow includes e-signature capability for contracts and agreements. We typically integrate with platforms like DocuSign, HelloSign, or open-source alternatives, depending on the client’s preferences.

This allows your HR or legal team to get fully signed documents stored and tracked automatically.

Annual W-9 renewal reminders

W-9s are supposed to be updated when the vendor's information changes. Still, some businesses proactively request annual renewals, especially when dealing with 1099s and end-of-year reporting.

We’ve built automated reminders that go out to vendors once a year, prompting them to re-verify or re-sign their W-9. The process is seamless and helps companies stay compliant with minimal administrative effort.

Why it matters

• Faster onboarding: New vendors or freelancers can be onboarded in minutes, not days
• Fewer errors: No more manually copying names, addresses, or EINs across multiple documents
• Centralized records: All signed documents are stored in one place, making tax season and audits easier
• Professional experience: Vendors appreciate a smooth onboarding process, which reflects well on your business
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If your company still handles W-9s and contracts manually, or if you’re tired of chasing people for signatures and PDFs, we can help. We’ve implemented these features across industries and can tailor the setup to fit your existing systems.

Need this for your business?

Let’s talk about how we can automate your onboarding and keep your compliance in check without adding extra admin work.