Overview
If a general contractor or project owner has asked you for a W-9, don't worry — it's a standard part of getting set up as a subcontractor. Billy's free W-9 Generator makes it fast and easy. No account needed, no software to install, and no paperwork to mail.
This article walks you through exactly how to fill out and submit your W-9 using Billy's generator.
What Is a W-9 Form?
A W-9 is an IRS form called the "Request for Taxpayer Identification Number and Certification." Businesses collect it from subcontractors and vendors so they can file a 1099 at tax time.
As a subcontractor, you'll be asked for a W-9 any time you:
Start working with a new general contractor or project owner
Get onboarded to a new project
Are paid $600 or more by a business in a calendar year
What You'll Need Before You Start
Have the following information ready — it takes less than 5 minutes once you do:
Information Needed | Where to Find It |
Legal name or business name | As it appears on your tax return |
Business entity type | Sole proprietor, LLC, S-Corp, C-Corp, Partnership, etc. |
Business address | Street, city, state, ZIP code |
Taxpayer ID number (TIN) | Either your EIN (for businesses) or SSN (for sole proprietors) |
💡 Tip: If you're a sole proprietor without an EIN, your Social Security Number (SSN) is your TIN. You can also apply for an EIN for free at IRS.gov if you prefer not to use your SSN. |
Step-by-Step: How to Generate Your W-9
Step 1: Go to Billy's W-9 Generator
Visit billyforinsurance.com/w9. No account or login is required.
Step 2: Fill In Your Information
Complete each field in the form:
Name: Enter your full legal name as it appears on your tax return. If you're operating under a business name, enter that in the "Business name/disregarded entity" field.
Federal tax classification: Select the option that matches how your business is structured (e.g., Individual/Sole Proprietor, LLC, S-Corp, etc.).
Address: Enter your current business or home address.
Taxpayer ID (TIN): Enter your SSN or EIN in the appropriate field. This is required for the form to be valid.
⚠️ Important: Double-check your TIN. An incorrect number can cause IRS backup withholding issues for you and the business paying you. |
Step 3: Generate and Download Your W-9
Once all fields are complete, click Generate. Billy will create an IRS-compliant W-9 form instantly. You can then:
Download — Save the form as a PDF to your device.
Print — Print it out for a physical signature.
Email — Send it directly to your contractor or project owner from the tool.
Step 4: Sign and Submit
A W-9 is not valid without your signature. Before you send it:
Sign and date the form (you can do this digitally or by printing, signing, and scanning).
Send the completed, signed W-9 to the contractor or project owner who requested it.
📋 Keep a copy: Save a copy of your completed W-9 for your records. You'll likely be asked for this form again in the future. |
How to Choose Your Federal Tax Classification
Not sure which entity type to select? Here's a quick guide:
If you are… | Select… |
A self-employed individual with no registered business | Individual/Sole Proprietor |
A single-member LLC (and haven't elected S or C Corp status) | Individual/Sole Proprietor (or LLC with "D" classification) |
A multi-member LLC | LLC – Partnership |
An S-Corporation | LLC – S Corporation |
A C-Corporation | C Corporation |
Unsure | Check with your accountant or tax preparer |
Frequently Asked Questions
Is Billy's W-9 Generator free?
Yes — completely free. No account required, no credit card, no subscription. Just fill in your info and download your form.
Is my information secure?
Yes. Billy uses advanced encryption to protect your data. Your information is used only to generate your form and is not stored or shared.
Can I use this form if I'm not in the construction industry?
Absolutely. The W-9 is a standard IRS form used across all industries. Billy's generator works for any contractor, freelancer, or vendor who needs to provide a W-9 to a client.
What's the difference between an SSN and an EIN?
Your SSN (Social Security Number) is your personal tax ID. Your EIN (Employer Identification Number) is a business tax ID issued by the IRS. Sole proprietors can use either, but using an EIN can help protect your personal SSN. You can apply for an EIN for free at IRS.gov.
My contractor is asking for a W-9 through Billy's platform. What do I do?
Generate your W-9 using the link above, then email or upload the completed, signed form to your contractor. If you received a specific request link from your contractor's Billy account, follow those instructions to submit directly.
How often do I need to submit a W-9?
Typically once per business relationship, or when your information changes (new address, new EIN, business name change, etc.). Some clients may request an updated W-9 annually as part of their compliance program.
📌 Need help? Contact the Billy support team via the chat bubble below or visit billyforinsurance.com.