Why June Is the Best Time to Collect W-9s from Your Contractors
- Frankie Fernandez
- Jun 20
- 2 min read
Don’t Wait for January: Collect W-9s Now
If you’ve paid contractors this year, June is the perfect time to double-check that you’ve got a W-9 form on file for each of them. It may not feel urgent now, but when tax season hits in January, missing W-9s are one of the biggest stressors for small business owners and accountants alike.
Getting your contractor paperwork in order now means no scrambling later—and fewer headaches for everyone.
Why W-9s Matter for Your Business
Form W-9 is what you collect from independent contractors, freelancers, and vendors you pay $600 or more in a calendar year. It includes their name, address, and taxpayer identification number (TIN)—everything you’ll need when it’s time to issue Form 1099-NEC at the start of the year.
Without it? You can face IRS penalties, delays, or even be required to withhold backup taxes.
Make It a Mid-Year Habit
June is a natural halfway point in the year. You’ve likely paid at least a few contractors already—so now’s the time to:
Review your vendor list
Identify anyone missing a W-9
Reach out before you send another payment
Request updates if you know an address or business name has changed
💡Pro tip: Always collect a W-9 before issuing a payment. It’s much harder to get one after the fact.
Avoid These Common W-9 Mistakes
Waiting until January to track down info
Skipping updates when contractors move or change business structure
Sending payments without a W-9 on file
These simple mistakes lead to reporting delays and frustrated back-and-forth during a time when your energy should be focused elsewhere.
Save Time in January by Taking 10 Minutes Now
Whether you manage your own bookkeeping or work with a tax pro, organizing your W-9s now is a gift to your future self. It only takes a few minutes, but the peace of mind and January-time savings? Priceless.
TL;DR (Too Long; Didn’t Reconcile Yet?)
✅ Review all contractors you’ve paid this year
✅ Request a completed W-9 from anyone missing one
✅ Make it a habit to collect W-9s before payment
✅ Save future-you from 1099 filing stress
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