How do I collect W-9s from my vendors?

You don't need to chase W-9s by email. When a vendor accepts your Cleo Pay invite, they enter their W-9 details and sign during setup. Once they're done, you can download their W-9 as a PDF from their page in Contacts, or grab every vendor's W-9 at once with Download All W9s.

How vendors fill in their W-9

Invite the vendor first (see Add or invite a vendor). When they accept, Cleo Pay walks them through a Tax Information step. They can:

• Upload a W-9 PDF they already have, and Cleo Pay fills in the form from it for them to check.
• Or pick Individual (Social Security number) or Business (EIN) and type the details in.

Either way they confirm their legal name, tax classification, tax ID and address, then sign by typing their name or drawing a signature. Cleo Pay builds their W-9 from what they entered. If they change their tax details or address later, the next W-9 you download reflects the change.

For vendors, this is the same step as Submit your W-9.

Download one vendor's W-9

1. Click Contacts in the sidebar.
2. Click the vendor.
3. Click the ... button (More actions) at the top of their page.
4. Click Download W-9. The PDF opens in a new tab.

If the vendor hasn't finished their tax details yet, you'll see an error instead of the PDF, for example "This business has not submitted its verification details yet". Ask the vendor to sign in and finish setting up, then try again.

Download every W-9 at once

On the Contacts page, click Download All W9s. If only one business has a W-9 on file you get a single PDF. If there are more, you get a ZIP file with one PDF per business.

This includes every business you're connected with on Cleo Pay that has entered its tax details. That can include customers as well as vendors.

Vendors you added yourself

A contact you added by hand, without the vendor accepting an invite, shows a Contact badge instead of B2B. Cleo Pay doesn't have a W-9 for these, so there's no Download W-9 option and they aren't in the ZIP. You can type their tax details into the contact's Tax Information section, which is used for tax reporting and 1099s, but that doesn't create a signed W-9. To get one, invite the vendor to Cleo Pay.

If something doesn't work

If a vendor says they've finished their tax details but the download still fails, email support@cleo-pay.com with the vendor's name and the error you see.