Tax document readiness

Set a W-9 and 1099 readiness habit before year-end.

Use this static checklist to organize who asks for W-9s, where tax documents are stored outside this site, and which year-end questions should go to an accountant or bookkeeper.

Sub packet checklist Before pay checklist

Checklist

Keep the process visible without storing sensitive forms here.

Request timing

Decide with your accountant when to request a W-9, ideally before first payment or according to your business policy.

Responsible owner

Name the person who asks for missing tax documents and the person who confirms storage in the chosen system.

Vendor index

Keep a non-sensitive index of vendor name, status, request date, received date, and accountant review note.

Payment review

Before paying a new sub or vendor, check whether the tax-document question has an owner and next step.

Year-end calendar

Schedule a review with your accountant or bookkeeper before 1099 deadlines create a scramble.

Storage boundary

Do not store W-9s, EINs, SSNs, bank details, or payment records in Tool & Tally guide pages or templates.

Questions to ask

Route tax-document decisions to your accountant or bookkeeper.

Which vendors need W-9 requests? Ask before first payment and before year-end cleanup.

Where should forms be stored? Use your chosen accounting, payroll, or secure document system, not this guide.

How should payments be categorized? Ask about bookkeeping categories, contractor status, and reporting thresholds for your situation.