Tax forms (W-9, W-8) and 1099-NEC export

TrackCrown collects tax information from partners inside the portal, stores taxpayer IDs encrypted, lets your billing team verify each form and can hold payouts until a verified form is on file. At year end you export the data for 1099-NEC filing. TrackCrown does not file forms with the IRS and does not match TINs against IRS records.

What the partner submits#

In the partner portal, Profile → Tax information:

1. Form — one of:
   • W-9 — US person or US entity
   • W-8BEN — individual outside the US
   • W-8BEN-E — entity outside the US
   • Other / local tax registration
2. Country of tax residence (2-letter code).
3. Name (as shown on your income tax return) for a W-9, otherwise Legal name; optional Business name.
4. For a W-9, Federal tax classification: Individual / sole proprietor, C corporation, S corporation, Partnership, Trust / estate, LLC taxed as C corporation, LLC taxed as S corporation, LLC taxed as partnership, Other.
5. Address, Address line 2, City, State/Region, ZIP/Postal code.
6. Taxpayer id type — SSN, EIN, ITIN, Foreign tax id or I have no tax id — and the Taxpayer identification number.
7. Signature (type your full name) and the Certification checkbox ("Under penalties of perjury, I certify…").
8. Submit tax information.

The TIN is format-checked on submission:

The TIN is encrypted (AES-256-GCM). Only the last four digits are kept in clear and shown, e.g. XXX-XX-1234 or XX-XXX1234. When updating the form the partner can leave the TIN empty to keep the stored one.

Any change by the partner sends the form back to review. The partner sees the status Waiting for review, Verified or Changes needed (with your note).

Review forms#

Open Billing → Tax forms (the Tax forms tab of the billing pages). Managers can view it; verifying, requesting changes and the payout policy need an admin or owner (billing write). The Submitted forms table lists Partner, Form, Legal name / address, TIN (masked), Signed and Status, with submitted forms first.

1. Compare the form with your records.
2. Click Verify, or Request changes and describe what must change under What needs to change.
3. The partner is notified; the review is written to the audit log.

Hold payouts until a form is verified#

Under Payout policy switch on Require a verified tax form before paying a partner.

While it is on, payout generation — the Generate payouts dialog and billing schedules alike — creates no statement for a partner without a verified form. Their earnings carry over to the next run. The partner's Tax information card then says "Required before payouts: your network pays only partners with a verified tax form."

Export 1099-NEC data#

On Billing → Tax forms use 1099-NEC <last year> (CSV) or <this year> to date. The direct URL is:

https://app.trackcrown.com/app/billing/tax-forms/1099?year=2026

What the file contains:

• One row per partner with a W-9 on file whose paid payout statements in USD total at least $600 in the calendar year (by the statement's paid date, UTC).
• Amount = statement amounts plus adjustments.
• The payer name is the Legal name from Settings → Workspace → Invoice details (else the company or workspace name) and the payer TIN is its Tax / VAT ID.

Columns:

payer_name,payer_tin,recipient_name,recipient_business_name,recipient_tin_type,recipient_tin,address_line1,address_line2,city,state,zip,box1_nonemployee_compensation,currency,partner_code

Statements in other currencies and partners with W-8 or other forms are not included.

Related#

• Partner payments and payment methods
• Payout statements