W-9 Management / Remediation Workflow

Automatically request corrected W-9s when IRS TIN matching fails.

How it works when IRS TIN matching fails

TIN Comply includes a built-in W-9 remediation workflow designed to help you resolve IRS TIN/Name mismatches and collect updated taxpayer information in a controlled, trackable way.

This workflow is typically used after an IRS validation returns a mismatch, invalid TIN, or non-issued result.

When to Use W-9 Remediation

W-9 remediation is most commonly used when:

  • A payee fails IRS TIN/Name matching
  • The name appears correct but the IRS returns a mismatch
  • A TIN is missing or entered incorrectly
  • A vendor record requires updated tax classification information
  • You need an electronically signed W-9 for documentation purposes

How the Workflow Works

1. Run IRS TIN Matching

Submit the payee name and TIN through the TIN Comply platform or API.

TIN Comply returns a validation result such as:

  • Match
  • Mismatch
  • Invalid TIN
  • TIN Not Issued

Validation results are stored with history for reporting and audit tracking.

2. Review the IRS Result

If the result is a mismatch or invalid record, the user can review the submitted information and confirm whether the payee record needs to be corrected.

The mismatch status can be used as the trigger to initiate a W-9 request.

3. Send a Secure W-9 Request

From the validation results screen, the user can send a W-9 request directly to the payee.

The request is delivered as a secure email link.
No account setup is required for the recipient.

4. Recipient Completes and Signs the W-9 Online

The recipient is taken to a secure online W-9 form where they can:

  • Enter or correct taxpayer information
  • Select tax classification
  • Provide a TIN (SSN or EIN)
  • Electronically sign the W-9

All data is transmitted securely.

5. Track Status and Completion

Users can track W-9 request progress inside the platform, including:

  • Sent
  • Viewed
  • In progress
  • Completed

Reminders can be sent if the request is not completed.

6. Download and Store Completed Forms

Once completed, the signed W-9 is stored in the W-9 Management portal.

Users can:

  • Download the signed form
  • View submission timestamps
  • Maintain audit history for compliance and reporting needs

What This Workflow Provides

  • Secure W-9 request links
  • Electronic signature collection
  • Status tracking and follow-up tools
  • Centralized storage of completed W-9s
  • Audit history tied to validation activity

Start a Free Trial

Want to see how it works in real time? Start a free trial and test out the W-9 Manager workflow yourself.

Start Free Trial