Vendor Cleanup & W-9 Remediation done fast, done right.
If your vendor file is messy, your risk is higher than you think. TIN Comply helps you identify mismatches, collect missing W-9s, reduce IRS notices, and produce an audit-ready remediation report — with a fixed-fee project and optional ongoing monitoring.
- Find TIN/Name mismatches before they create B-Notices and filing errors
- Automate W-9 outreach for missing documentation (email-driven workflows)
- Standardize names, addresses, and entity types for an audit-ready vendor master
- Optional sanctions/exclusion screening and continuous monitoring
- Enrich incomplete vendor records with verified EINs as part of master file remediation
Why vendor master files get risky (quietly)
Vendor data naturally degrades over time: stale addresses, inconsistent legal names, missing W-9s, and mismatched TIN/name pairs. The result is IRS notices, rework, potential backup withholding exposure, and audit headaches. TIN Comply gives you a structured remediation program with clear deliverables and a repeatable process.
Reduce 1099 and B-Notice exposure
Identify mismatches early and remediate before year-end filing deadlines drive chaos.
Stop repeated “chasing W-9s” cycles
Use an outreach workflow that tracks status, reminders, and documentation centrally.
Document your remediation defensibly
Exportable evidence, summaries, and audit trails for internal and external reviews.
How it works
A straightforward remediation program — designed for AP, Tax, and Vendor Onboarding teams.
Data intake & assessment
We ingest your vendor file (CSV export) and run an initial diagnostic: duplicates, missing fields, formatting issues, risk buckets.
Validation & cleanup
We validate TIN/name pairs, standardize vendor names/addresses, and identify mismatches and “needs W-9” records.
W-9 remediation workflow
We launch outreach to vendors missing W-9s, track status, and capture results into a clean, normalized vendor master.
Final deliverables & ongoing monitoring
We deliver an audit-ready report and a cleaned vendor file. Optional: continuous monitoring to keep it clean year-round.
What you get
Clear outputs you can hand to leadership, auditors, and operations teams.
Vendor master risk assessment
Summary of issues by category: mismatches, missing W-9s, duplicates, invalid addresses, formatting anomalies.
Remediation output file
Cleaned and standardized vendor master export with recommended updates and status flags.
W-9 outreach + completion tracking
Centralized outreach log and status tracking so your team can prove diligence.
Executive-ready remediation report
Before/after metrics and risk reduction summary suitable for leadership updates and audit evidence.
Simple pricing you can approve quickly
Most vendor cleanup initiatives die in procurement because they’re vague. This is a structured program with clear scope, timeline, and deliverables — priced to match your vendor volume.
100 – 3,000 vendors
Assessment + cleanup + mismatch reporting. Optional W-9 outreach add-on.
3,001 – 10,000 vendors
Includes W-9 outreach workflows, tracking, and remediation file outputs.
10,001 – 25,000+ vendors
High-volume remediation, phased outreach, and optional ongoing monitoring.
Notes: Final pricing depends on vendor count, missing W-9 volume, file quality, and whether you need sanctions/exclusion screening. We’ll provide a quick quote after the assessment.
FAQ
How quickly can you start?
Typically within 3–5 business days after kickoff paperwork and file receipt. Rush options available when filing deadlines are near.
Do you need access to our ERP?
Not usually. Most projects begin with a vendor export (CSV). If you want ongoing monitoring or integration, we can support that too.
Can you run W-9 outreach for us?
Yes. We can help automate outreach workflows and provide status tracking so your team can demonstrate diligence.
What’s the difference between a project and subscription?
The cleanup is the one-time remediation to get you current. Subscription monitoring keeps your vendor file clean year-round.
Tell us about your vendor file
Request a free vendor file assessment
We’ll review your vendor export and respond with: (1) a risk snapshot, (2) remediation approach, (3) timeline estimate, and (4) fixed-fee quote options.
Most assessments returned within 1–2 business days after receiving a file sample.
You get a specific list of issues and a remediation plan—not a vague “consulting report.”
Outputs are designed to support audit and internal controls.