Standard
$39/mo
- 15 completed forms included each month
- Then $3 per additional completed form
- 14-day free trial, up to 3 forms (card required)
- Cancel anytime
Your vendors' tax forms, collected and kept current.
Send a link. We ask the right questions, they sign, you get a correct W-9 or W-8 back. We track the expiry so you don't have to.
- W-9 · W-8BEN · W-8BEN-E · W-8ECI
- Treaty checks for 56 countries
- Expiry tracked automatically
- E-signed, with consent record
How it works
1.Add a vendor
Name and email. The request goes out under your company's name.
2.They complete the guided form
A few plain questions pick the right form; every answer is checked as they go, then they sign.
3.You review and approve
Routine forms are ready to activate in one click; anything unusual is flagged with the reason.
Why this matters
A form on file only counts if it's the right one, filled in correctly. A W-9 from a company that should have sent a W-8, or a W-8 with a box missed, is treated as if you'd collected nothing at all.
W-8s also expire — usually at the end of the third year after they're signed, sooner if the vendor moves or changes. Nobody is told. Unless someone owns that date, the form quietly stops counting while you keep paying.
When a form is missing or invalid, the IRS doesn't go to your vendor. It comes to you, the payer: 24% backup withholding on US payees, 30% on payments to foreign ones. All of it for money you've already paid out.
Built to be trusted with tax forms
E-signed, with a consent record.
Vendors agree to sign electronically before they start. Consent, signing and submission are each logged with time, IP and device.
Identity checked before signing.
A one-time code goes to the vendor's email, and the form can't be submitted until it's confirmed.
Tax IDs masked by default.
After submission, TINs show as the last four digits. Revealing one is a deliberate action, and it's logged.
Two-factor on every account.
Everyone on your team sets up an authenticator before they can see a form. There's no way to skip it.
Signed forms are kept for at least four years, in line with IRS recordkeeping rules. Details in the privacy policy.
Pricing
You pay for forms your vendors complete and sign. Unanswered invites are free.
Premium
$149/mo
- 75 completed forms included each month
- Then $2.50 per additional completed form
- 14-day free trial, up to 3 forms (card required)
- Cancel anytime
14-day free trial · card required · up to 3 completed forms during trial
Questions
W-9, W-8BEN, W-8BEN-E, and W-8ECI. Vendors never choose a form; a few guided questions route them to the right one.
Start with one vendor.
Setup takes minutes. Rather talk first? hello@steadfile.com reaches the founder.