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.

On This Page

About Our Partner Track1099/Avalara

Track1099 (now Avalara 1099 & W-9) is an IRS-approved e-filing platform that automatically verifies your name and TIN against IRS records, ensuring accurate and secure tax document processing.

Automatic TIN Verification

One of the key features of this 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.

How to Submit Your W-9

There are two ways to submit or update your W-9 information. The preferred method depends on whether you have an Octoo account.

Option 1: Self-Service via Octoo (Preferred)

If you have an account in Octoo (our scheduling platform), you can update your W-9 directly without waiting for an email request.

  1. Log in to your Octoo account at app.octoo.com

  2. Navigate to Account Settings → Update W-9

  3. Click "Submit W-9"

You can also access the W-9 form directly using this link:

Submit W-9 via Octoo

Option 2: Email Request via Track1099

If you do not have an Octoo account, please contact us and we 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

How to Fill Out Form W-9 Correctly

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

The Golden Rule

Line 1 (name) should match the tax return filed and the tax identification number (TIN) provided.

Scenario A: Individuals & Sole Proprietors

For individuals filing with their personal Social Security Number (SSN).

  • Line 1 (Name): Enter your Personal Legal Name exactly as it appears on your tax return.
  • Line 2 (Business Name): Leave blank (if you are a Single-Member LLC see instructions below).
  • Tax Classification: Select "Individual" from the drop-down.
  • TIN: Use your SSN. (Note: If using an EIN, the EIN must be registered in your personal name from Line 1. Check your SS-4 form from the IRS.)

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

For businesses filing with an Employer Identification Number (EIN).

  • Line 1 (Name): Enter your Company/Legal Entity Name.
  • Line 2: Leave blank or enter "DBA" if applicable.
  • Tax Classification: Check the correct option based on your company's tax status.
  • TIN: Enter your Employer Identification Number (EIN) that matches the name in Line 1 (it should be exactly as it appears on your SS-4 form from the IRS).

Scenario C: Single-Member LLC (Disregarded Entity)

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".

For Single-Member LLCs, please choose the option below that matches your specific situation (whether you use an SSN or EIN).

Option 1: IRS Required Method (Uses SSN)

This is the strictly correct method according to IRS instructions.

  • How to complete: Enter your legal personal name on Line 1 and your single-member LLC name on Line 2. Enter your Social Security Number (SSN) in the TIN field.
  • Result: This produces a valid IRS match. Your Form 1099-NEC will show your personal name first, the LLC name second, and will be reported under your SSN.

Option 2: Personal EIN Method (Uses EIN, less common)

Use this method only if you have an EIN registered to your personal name, separate from your LLC.

  • How to complete: Enter your personal name on Line 1 and use your personal EIN (where the name on the SS-4 is your name, not the LLC).
  • Result: This produces a valid match and a correctly issued 1099-NEC. This situation is acceptable to the IRS, though it can lead to confusion if the LLC also has its own EIN.

Option 3: LLC Name / EIN Method (Common)

If your EIN was registered under the LLC name (not personal name), the TIN match will fail following standard IRS guidance. To bypass this "mismatch" error and satisfy the system, users often list the LLC name on Line 1 to align with the value on the SS-4 form.

  • How to complete: Enter only your LLC's legal name on Line 1 and use the EIN associated with that LLC. Leave Line 2 blank.
  • Result: This typically produces a valid system match. Your Form 1099-NEC will list only the LLC name and EIN; your personal name will not appear.
Note: This format is not correct per IRS instructions for disregarded entities, but it is widely used, generally accepted by payers, and avoids disclosing your SSN. For more information, see the IRS guide on Single Member Limited Liability Companies.

Frequently Asked Questions

Below are answers to common questions about our W-9 collection process, troubleshooting tips, and how to contact us for support.

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.

Disclaimer: Linguabee is not a tax professional, and the information on this page is not tax advice. Please consult a qualified tax professional for guidance specific to your situation.
← Back to Provider Resources