US 1099 / W-9
Bulk-email W-9 requests to vendors, chase responses, escalate non-responders and file the returned W-9 on the vendor
Bulk-email W-9 requests to vendors, chase responses, escalate non-responders and file the returned W-9 on the vendor
Key Features
One-click bulk solicitation
One-click bulk solicitation — select any set of vendors (or auto-target everyone missing a W-9) and generate individually addressed W-9 request emails in a single wizard run, grouped under a named campaign.
Per-request lifecycle tracking
Per-request lifecycle tracking — every solicitation is its own record that moves through Draft, Sent, Reminded, Escalated, Received, Exempt or Cancelled, so you always know exactly where each vendor stands.
Automatic reminder cadence
Automatic reminder cadence — a daily scheduled action re-emails vendors who have not responded after a configurable number of days, up to a maximum number of reminders, with the days-since-sent and reminder count tracked per request.
Escalation for hard cases
Escalation for hard cases — once a vendor blows past the maximum reminders the request is escalated and a to-do activity is raised for the responsible user to make a phone call or place the vendor on backup withholding.
Returned-W-9 capture
Returned-W-9 capture — record the incoming form through a wizard that validates the 9-digit TIN, stores the tax classification (individual, sole proprietor, C/S corp, partnership, LLC, trust/estate) and files the PDF as an attachment on bot
Backup-withholding flagging
Backup-withholding flagging — mark vendors subject to 24% backup withholding (missing/invalid TIN or B-notice) so downstream 1099 work knows to withhold, with a masked TIN shown for privacy.
Vendor W-9 status at a glance
Vendor W-9 status at a glance — each vendor gains a W-9 status field, an on-file flag, the collected TIN type and a smart button to the full solicitation history.
Campaign dashboard
Campaign dashboard — group requests into campaigns and read response, reminder and escalation rates so you can measure how collection is going.
1099-eligibility helper
1099-eligibility helper — flag which vendors are likely 1099 reportable and filter the ones that still owe you a W-9 before the January deadline.
Full audit trail
Full audit trail — every request is mail-thread enabled and tracks each send, reminder, escalation and receipt in the chatter.
Screenshots
Why Choose This Module
Every US business that pays contractors, freelancers or unincorporated vendors must collect a Form W-9 before it can issue a Form 1099 at year end. In practice the W-9 is chased by hand: someone emails a vendor, forgets, emails again, loses the returned PDF in an inbox, and come January the accounting team is scrambling to find missing taxpayer numbers before the 1099 deadline. Odoo has nothing native for this.
Specifications
- Compatible: Odoo 18.0 / 19.0
- License: OPL-1
- Languages: English
- Author: Pokutsoft
- Dependencies: base, mail
- Support: support@pokutsoft.com
Update date: 2026-07-05