How GetW9 Integrates with QuickBooks Online (QBO)

At GetW9, we understand how important it is for finance and operations teams to minimize manual work and reduce the risk of missing vendor documentation. Our seamless integration with QuickBooks Online (QBO) helps automate W-9 collection from your vendors, saving you time and ensuring compliance.

Key Capabilities

• Auto-detection of new vendors added to your QBO account.
• Automatic W-9 request creation and email invitation, if the vendor has an email address.
• Notification for missing vendor email so you stay in control.
• Track the source of each W-9—see which ones were created via QBO.

What the QBO Integration Does

Once your QuickBooks Online account is connected to GetW9:

• New Vendor Detection: GetW9 continuously checks for newly added vendors in your QBO account.
• Automatic W-9 Request Creation: As new vendors are identified, GetW9 initiates W-9 requests automatically—no manual entry or action needed from your team.
• Smart Duplication Check: If a request has already been made for a vendor, GetW9 detects it and avoids duplication.
• Email Notifications: Vendors with an email address will receive a professional W-9 request on your behalf. You can track the email delivery and request status within your GetW9 dashboard.
• Visibility: W-9s that are auto-requested via QBO will be clearly marked inside your dashboard with a QuickBooks icon. Clicking the icon provides a quick view of the vendor details synced from QBO.
  

Notification Settings That Impact the Integration

• QuickBooks® Auto W-9 Request Notification to Vendors: If enabled, GetW9 will send W-9 request emails to vendors as soon as they are added in QBO. If this setting is turned off, the W-9 request is still created but not emailed, allowing you to send it manually later if preferred.
• QuickBooks® Auto Vendor W-9 Added Without Email Notification: If a vendor in QBO does not have an email address, GetW9 cannot send a W-9 request. When this setting is enabled, your team will receive a notification letting you know which vendors need attention.

Why This Matters

• No Manual Tracking: You no longer need to manually follow up on vendor documentation.
• Stay Compliant: Ensures that all new vendors have a W-9 on file, with an audit trail for peace of mind.
• Enterprise-Level Reliability: This integration reflects our commitment to delivering enterprise-grade automation that scales with your operations.

Final Note

Our goal is to give your finance team complete visibility and control over vendor W-9s with as little manual effort as possible. This integration is one of the many ways GetW9 simplifies your workflow while maintaining a high standard of security, compliance, and performance.

If you have questions or need help setting up the integration, our support team is always here to assist you.