W-9W-8BEN
How to Securely Send Tax and Payment Forms (W-9s, W-8BENs, ACH)
Stop sending sensitive forms over email. Learn how accountants secure W-9s, W-8BENs, and ACH forms with encryption, expiration, and audit logs.
11 min read
Read moreFully Secure
W-91099InvoiceACH FormContractCollection That
Actually Works
Stop chasing vendors over email. Create encrypted upload links that self-destruct in 30 days. Zero setup, maximum security.
Zero-knowledge encryption
30-second setup
Auto-delete files
20 free requests •free sign-up - no card •links self-destruct in 30 days
Create Secure W-9 Request in Seconds
1
2
3
Let's start with your details
We'll use this to send you notifications and identify your request
Vendors will see this in the request email
For download notifications
By using W9Vault, you agree to our Terms of Service and Privacy Policy. W9Vault does not provide legal or tax advice. Documents are encrypted and auto-deleted after 30 days.
Every emailed W-9 is a compliance nightmare waiting to happen
The current process leaves your firm exposed:
Sensitive data in inboxes
W-9s with SSNs/EINs live forever in unprotected email threads
Manual follow-ups
Vendors "forget" or ignore requests until you chase them
Data breach risk
One hacked email account = full exposure of client PII
Missing forms at tax time
No way to track who sent what until it's too late
W9Vault replaces chaos with secure, trackable links that self-destruct
W9Vault provides your firm IRS-compliant W-9 Collection:
Zero PII in email
Encrypted upload links, not attachments
Live tracking
Dashboard shows who's done and who's missing
1099-ready
Clean audit trail proves compliance
Auto-cleanup
Files delete after download or 30 days, no storage risk
Before & After
See how W9Vault transforms your workflow
Before W9Vault
The old way of collecting W-9 forms
1
EMAIL REQUEST
Send email asking for W-9 form with manual follow-ups
2
WAIT & CHASE
Vendors forget or ignore requests until you chase them down
3
INSECURE DELIVERY
Sensitive data with SSNs/EINs sits in email attachments
4
COMPLIANCE RISK
No audit trail, files stored forever, data breach exposure
After W9Vault
The secure, automated way
1
GENERATE LINK
Create secure, encrypted upload link in seconds
2
AUTO NOTIFY
Vendor gets email with simple upload instructions
3
SECURE UPLOAD
Files encrypted before leaving vendor's browser
4
AUTO CLEANUP
Files auto-delete in 30 days with complete audit trail
Built for Compliance. Designed for Peace of Mind.
Trust & Security you can count on
Bank-Level Encryption
AES-256 client-side encryption, HTTPS-only access, and enterprise-grade infrastructure. Your files are encrypted before they ever leave the vendor's computer.
IRS-Ready Compliance
Automatic file deletion, comprehensive audit trails, and detailed activity logs give you everything needed for 1099 filing and IRS documentation requirements.
Zero File Content Access
Files are encrypted in the vendor's browser before upload — we cannot read file contents, and neither can hackers. Only essential request metadata is stored for your compliance records.
Complete Audit Trail
Track request creation, file uploads, download timestamps, and all security events — providing the paper trail accountants need for tax season and client protection.
Frequently Asked Questions
Everything you need to know about W9Vault
How do I know the vendor actually uploaded their W-9?
You'll get an instant email notification when the file arrives. Your dashboard also shows real-time status for every request.
What if the file gets lost or corrupted?
Files are encrypted and stored securely until you download them. If there's ever an issue, just generate a new request in seconds.
Do vendors need to create accounts or remember passwords?
No. Vendors click the link and upload their W-9 — no signups, no logins, no friction.
What happens if I don't download the file within 30 days?
It's automatically deleted for security. You can send a new request anytime.
Is this really more secure than email?
Yes. Files are encrypted before they leave the vendor's browser, links expire after 24 hours, and nothing ever sits in email inboxes.
Is this IRS compliant?
W9Vault helps you collect W-9s securely and creates a clean audit trail. We recommend consulting your tax advisor for final filing requirements.
What file types are supported?
Vendors can upload PDFs, JPGs, or PNGs up to 20 MB.
What if my vendor is confused?
Every upload page includes simple instructions, and we're available if they need help — but most uploads take less than 30 seconds.
Simple, transparent pricing
Choose the perfect plan for your needs
Loading pricing plans...
Ready to Secure Your W-9 Collection?
Join accountants and bookkeepers who trust W9Vault for secure document collection.
Create Your First Secure W-9 Link