Provider Resources

W-9 Collection Process Update

Effective December 1, 2025: Linguabee has transitioned our W-9 collection process from SignNow PDF signatures to Track1099 W-9 (Avalara).

To ensure the highest level of data security and efficiency, we now use Track1099 (Avalara) for all vendor tax documentation. This page explains what you should expect and how to verify that requests you receive are legitimate.

What to Expect

When Linguabee requires a new W-9, or you need to make changes to your address or filing status, our team will trigger a secure email request through the Track1099 W-9 (Avalara) platform.

Look for an email in your inbox from:

Subject: Linguabee LLC W-9 Request
From:    Track1099 W-9 Form <no-reply@track1099.com>

Please note: Even though this email comes from a "track1099.com" address, it is the official system we use for tax compliance. Please verify that the sender address matches exactly.

Example Email

Below is an example of what the email will look like:

Example W-9 request email from Track1099

3. The Process

  1. Open the Email:

    • Click the secure link provided in the email body.

    • You will be directed to a secure Track1099.com portal.

  2. Enter Your W-9 Information:

    • Fill out your W-9 details (Name, Business Name, Tax Classification, EIN/SSN, Address).

    • Digitally sign the form directly within your browser.

  3. Automatic Verification:

    • Track1099 will automatically verify your name and SSN/TIN (see below).

  4. Submission:

    • Once signed, the form is encrypted and stored securely with Avalara.

How to Fill Out Form W-9 Correctly

The IRS updated Form W-9 in March 2024. To prevent "Name/TIN Mismatch" errors that delay payments, please follow the guidelines below based on your tax status.

The Golden Rule

Line 1 must match the tax return you file. If you file taxes as an individual (Form 1040), your personal name goes on Line 1, even if you have an LLC.

Scenario A: Sole Proprietors & Single-Member LLCs

  • Line 1 (Name): Enter your Personal Legal Name exactly as it appears on your tax return.
  • Line 2 (Business Name): Enter your LLC or Business Name here (if applicable).
  • Tax Classification: Check the box for "Individual/sole proprietor".
  • TIN: You may use your SSN or EIN. (Note: If using an EIN, the IRS still links it to the personal name on Line 1).
Important Note for Single-Member LLCs: Do NOT check the "LLC" box unless you specifically file a corporate tax return (Form 1120 or 1065). If you are a standard Single-Member LLC (disregarded entity), the IRS requires you to check "Individual/sole proprietor".

Scenario B: C-Corps, S-Corps, or Partnerships

  • Line 1 (Name): Enter your Company/Legal Entity Name.
  • Line 2: Leave blank or enter "DBA" if applicable.
  • Tax Classification: Check the "LLC" box (and enter C, S, or P code) OR check "C Corporation" / "S Corporation".
  • TIN: Enter your Employer Identification Number (EIN).

Automatic TIN Verification

One of the key features of this new platform is Real-Time TIN Matching with the IRS database.

  • Instant Validation: When you submit your form, the system automatically checks your Legal Name and Taxpayer Identification Number (SSN or EIN) against official IRS records.

  • Why this matters: This feature allows us to catch simple typos or discrepancies immediately. By verifying this data upfront, we ensure that your year-end 1099 forms are issued correctly the first time, preventing the need for manual corrections, back-and-forth emails, or IRS "B-Notices" later in the year.

Is This Legitimate?

Yes. We understand that phishing attempts are common, and we encourage you to be vigilant. Here is how you can verify the request:

  • Vendor Verification: The email will explicitly state it is a request from Linguabee LLC.

  • Domain Check: The link will direct you to https://www.track1099.com. This is a secure, IRS-approved e-filing platform owned by Avalara, a publicly traded tax compliance company.

  • No Attachments Required: You are not required to download or email back a PDF attachment. The entire process happens securely in the web browser.

Troubleshooting

  • Check Spam/Junk: If you are expecting a W-9 request from us but have not seen it, please check your Spam or Junk folder for emails from no-reply@track1099.com.

  • Safelist the Address: Please add no-reply@track1099.com to your safe sender list to ensure you receive your year-end 1099 tax forms (if applicable) and future communications.

Questions?

If you have any concerns about the validity of an email you received or need assistance with the form, please contact our team:

Thank you for your cooperation in helping us maintain secure and accurate tax records.

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