Join accountants and bookkeepers who trust W9Vault for secure document collection.
Create Your First Secure W-9 LinkStop chasing vendors over email. Create encrypted upload links that expire in 7 days. Files auto-delete after 30 days. Zero setup, maximum security.
3 free requests •free sign-up - no card •links expire in 7 days
We'll use this to send you notifications and identify your request
Vendors will see this in the request email
For download notifications
By using W9Vault, you agree to our Terms of Service and Privacy Policy. W9Vault does not provide legal or tax advice. Documents are encrypted and auto-deleted after 30 days.
The current process leaves your firm exposed:
W-9s with SSNs/EINs live forever in unprotected email threads
Vendors "forget" or ignore requests until you chase them
One hacked email account = full exposure of client PII
No way to track who sent what until it's too late
W9Vault helps your firm collect W-9s securely, with a clean audit trail:
Encrypted upload links, not attachments
Dashboard shows who's done and who's missing
Clean audit trail proves compliance
Files delete after download or 30 days, no storage risk
See how W9Vault transforms your workflow
The old way of collecting W-9 forms
Send email asking for W-9 form with manual follow-ups
Vendors forget or ignore requests until you chase them down
Sensitive data with SSNs/EINs sits in email attachments
No audit trail, files stored forever, data breach exposure
The secure, automated way
Create secure, encrypted upload link in seconds
Vendor gets email with simple upload instructions
Files encrypted before leaving vendor's browser
Files auto-delete in 30 days with complete audit trail
Trust & Security you can count on
TweetNaCl (XSalsa20-Poly1305) client-side encryption and HTTPS-only access. Your files are encrypted before they ever leave the vendor's computer.
Automatic file deletion, comprehensive audit trails, and detailed activity logs give you everything needed for 1099 filing and IRS documentation requirements.
Files are encrypted in the vendor's browser before upload — we cannot read file contents, and neither can hackers. Only essential request metadata is stored for your compliance records.
Track request creation, file uploads, download timestamps, and all security events — providing the paper trail accountants need for tax season and client protection.
Everything you need to know about W9Vault
You'll get an instant email notification when the file arrives. Your dashboard also shows real-time status for every request.
Files are encrypted and stored securely until you download them. If there's ever an issue, just generate a new request in seconds.
No. Vendors click the link and upload their W-9 — no signups, no logins, no friction.
It's automatically deleted for security. You can send a new request anytime.
Yes. Files are encrypted before they leave the vendor's browser, upload links expire after 7 days, and nothing ever sits in email inboxes.
W9Vault helps you collect W-9s securely and creates a clean audit trail. We recommend consulting your tax advisor for final filing requirements.
Vendors can upload PDFs, JPGs, or PNGs up to 20 MB.
Every upload page includes simple instructions, and we're available if they need help — but most uploads take less than 30 seconds.
Choose the perfect plan for your needs
Expert insights on secure document collection, vendor onboarding, and compliance best practices for modern businesses.
A practical new-vendor intake SOP: which tax forms to collect by vendor type, how to verify bank details, when to refresh a W-9, and who owns each step.
No—emailing W-9 forms exposes Social Security numbers to breaches, interception, and identity theft. Learn why email isn't secure and discover encrypted alternatives for safe W-9 collection.
Stop sending sensitive forms over email. Learn how accountants secure W-9s, W-8BENs, and ACH forms with encryption, expiration, and audit logs.