W-9 collection
W-9 collection software for construction subcontractors
Stop scrambling in January. PaperBoss collects W-9s from every construction subcontractor during onboarding and keeps them organized alongside your COIs for 1099 season.
No credit card required · Cancel anytime
Every general contractor has lived the January W-9 fire drill: emails, texts, voicemails, and half-remembered conversations trying to get TINs for construction subs who moved on six months ago. PaperBoss is W-9 collection software built specifically for construction: it sits alongside your COI tracking so every subcontractor delivers paperwork once, up front, before their first check — not three months after the job closes. Purpose-built for the construction workflow where GCs juggle dozens of subs across multiple jobs.
Collect W-9s at onboarding
Add a sub and send the request. They upload their W-9 as a PDF through a secure link with no account required.
1099 season export
Export every W-9 and payment total as a CSV that maps directly into your 1099 filing software. No more manual data entry.
TIN tracking and validation
Store legal name, TIN, and entity type in a structured format. Catch missing fields before the IRS catches them for you.
One vault for every tax year
Every W-9 you’ve ever collected stays searchable. When a sub returns in Year 3, you already have their info.
Auto-Read AI extraction
When a sub uploads their W-9, PaperBoss automatically reads it and extracts the business name, entity type, and TIN. No manual data entry.
How it works
Send the W-9 request
Add the sub’s email and PaperBoss sends a secure upload link.
Sub uploads in 60 seconds
No account, no app. The sub uploads their signed W-9 and you get notified.
Export at tax time
One-click CSV export with every W-9 you need for 1099-NEC filing.
Frequently asked questions
Do I legally need a W-9 from every subcontractor?
The IRS requires you to collect a Form W-9 from any US contractor you pay $600 or more in a tax year, so you can issue a 1099-NEC. Failing to collect can trigger 24% backup withholding and IRS penalties.
How does PaperBoss automate W-9 collection?
When you add a subcontractor, PaperBoss sends them a secure upload link. They upload a signed W-9 PDF (no account needed), and it’s stored in your vault and ready for 1099 season.
Can I export W-9 data for 1099 filing?
Yes. Business and Pro plans include CSV export with legal name, TIN, entity type, and address, which is everything you need to prepare 1099-NEC forms.
Do you e-file 1099s for me?
PaperBoss does not directly e-file. We export the data in a format compatible with 1099 filing tools like Track1099, Tax1099, or your CPA’s system.
Is W-9 data encrypted?
Yes. W-9s contain sensitive tax info (SSNs, EINs) and are encrypted in transit and at rest using AES-256 via Supabase Storage.
Never scramble for a W-9 again.
Every day without tracking is a day you’re exposed. One uninsured sub can cost you the whole job.
14 days free · No credit card