Collecting accurate tax information is an important part of working with contractors. To help simplify this process, Maroo allows vendors to request a contractor's W‑9 during the first payment.

Rather than asking contractors to complete a separate W‑9 form, Maroo gathers the required tax information as part of the contractor onboarding process. This eliminates duplicate requests while ensuring vendors receive confirmation once the required information has been submitted.

When you're making a payment to a contractor for the first time, you'll have the option to request their W‑9 before completing the payment.

On the final “Everything looks right” review screen of your contractor payment flow, you'll see a checkbox labeled:

☑ Request W9

“Contractors must complete their W9 before they can accept this payment.”

Selecting the checkbox does not send a separate W-9 request email to the contractor.

Instead, the contractor completes the required tax information during their Maroo onboarding. Their W-9 is automatically considered submitted once they provide the required details, including:

Once onboarding is complete and all required information has been provided, Maroo automatically marks the contractor's W-9 as submitted.

You'll then receive an email notification confirming that the contractor has completed their W-9.

The checkbox is shown only when it's needed.

It appears when you're sending a first‑time payment to a new contractor. It does not appear when you're paying a contractor you've paid before or when their W‑9 has already been collected.

If you're sending payments to multiple contractors at once, the Request W‑9 checkbox is always displayed on the final review screen.

Maroo automatically determines which contractors require a W‑9:

This allows you to submit a single batch payment without manually identifying which contractors are new.

If you've already paid a contractor in the past, the Request W‑9 checkbox won't appear during future payments.

This includes contractors who were paid before this feature was introduced. Since their W‑9 information is expected to have already been collected during onboarding, there's no need to request it again.

In some cases, a contractor may not have completed all required tax information during onboarding.

If this happens, it isn’t handled through the payment flow. Instead, incomplete W‑9 information is tracked through W‑9 Reports (Missing Info), where vendors can identify contractors with missing tax details and request that they complete the required information outside of the payment process.

Contractors do not receive a separate W‑9 request email. They complete their W‑9 information during onboarding, and their W‑9 is automatically submitted once all required information is provided.

Vendors can request a W‑9 during the first payment to a contractor and will receive an email confirmation once the contractor’s W‑9 has been successfully submitted. There’s no need to request a W‑9 again for future payments to the same contractor.

If you have questions about requesting contractor W‑9s or need assistance with payments or contractor onboarding, our team is here to help.

Contact us at [email protected].