What Is a W-9 Form? (IRS Definition for Contractors)
A W-9 form, officially titled “Request for Taxpayer Identification Number and Certification,” is an IRS document used to collect your:
Legal business name
Business type (sole proprietor, LLC, corporation, etc.)
Address
Employer Identification Number (EIN) or Social Security Number (SSN)
Certification that your information is accurate
Your customers, such as General contractors and companies, use your W-9 to prepare Form 1099-NEC, which reports how much they paid you during the year.
In simple terms:
A W-9 identifies you to the company paying you.
It is not sent to the IRS — the GC keeps it on file.
It is required for any contractor paid $600 or more in a calendar year.
This makes the W-9 one of the most important documents in construction, subcontracting, and vendor onboarding.
Why Contractors and Subcontractors Need a W-9
If you work as a 1099 contractor, construction subcontractor, freelancer, or independent vendor, you must provide a W-9 to any business paying you.
You’ll likely be asked for one:
When starting a new job or project
When submitting your first invoice
At yearly vendor onboarding
If you change your business name, address, or tax ID
When payments exceed $600 for the year
If you do not provide a W-9:
The GC may be required to withhold 24% of your payments (backup withholding).
Submitting a correct W-9 prevents that from happening.
This is why many GCs request the W-9 before they release your first payment.
How to Fill Out a W-9 Form (Step-by-Step for Contractors)
To help you avoid errors and delays, here’s how each section of the W-9 works:
1. Name
Enter your legal name as shown on your tax return.
2. Business Name
If you operate under a business name (DBA), enter it here.
3. Federal Tax Classification
Choose one:
Individual/sole proprietor
C-Corporation
S-Corporation
Partnership
LLC (with S-Corp, C-Corp, or Partnership classification)
4. Exemptions
Most contractors leave this blank.
5 & 6. Address
Enter the address where you receive tax documents.
7. Account Number
Optional — usually left blank.
8. Taxpayer Identification Number (TIN)
Enter your EIN or SSN.
9. Certification
By signing, you certify your information is accurate and you are not subject to backup withholding.
The Fastest Way to Create a W-9 (Free W-9 Generator)
Filling out a PDF manually can be frustrating, especially on mobile.
That’s why Billy created a free W-9 Generator that:
✔ Guides you step-by-step
✔ Auto-fills your information as you go
✔ Generates a clean, accurate PDF
✔ Lets you download or email the W-9 instantly
✔ Works on any device
👉 Create your W-9 now: https://billyforinsurance.com/w9/
This is the fastest way for subcontractors to get a W-9 without mistakes or missing fields.
W-9 Form FAQs
Do contractors need a W-9 form?
Yes. Anyone working as a contractor or subcontractor must provide a W-9 to any company that pays them $600 or more in a year.
Is a W-9 required for payment?
Usually, yes. Most GCs will not release payment until they receive your W-9.
Does a W-9 get sent to the IRS?
No. You send the W-9 to the company paying you. They keep it for their records and use it to file your 1099-NEC.
Do I need a new W-9 every year?
Only if your legal name, address, EIN, or business type changes.
Can a W-9 be signed electronically?
Yes. Digital signatures are accepted.
Should I use my SSN or get an EIN?
You can use either, but many contractors prefer an EIN for privacy.
What happens if I don’t provide a W-9?
Federal law allows the GC to withhold 24% of your payments (backup withholding).
Is a W-9 the same as a 1099?
No.
The W-9 is what you give the GC.
The 1099-NEC is what they give you at tax time.
Why Billy Provides a Free W-9 Tool for Subcontractors
Billy helps GCs and subcontractors manage compliance documents like:
W-9s
Certificates of Insurance (COIs)
Licenses
Endorsements
Contracts
Safety docs
We built the W-9 Generator because:
Contractors often struggle to find a clean, fillable form
Many W-9s are incomplete or outdated
Payments get delayed when the W-9 is wrong
GCs and AP teams waste hours chasing missing paperwork
Our goal is to make compliance effortless — starting with the documents you use every day.
Create Your W-9 Instantly (Free)
You can create a perfect W-9 in less than 60 seconds using Billy’s free tool Generate your W-9 here: https://billyforinsurance.com/w9/
If you have any questions, Billy’s support team is here to help.