Guide to W‑9 and W‑8 forms for service providers

Important Notice

Our assistance with filing W‑9 and W‑8 forms is available exclusively to clients who have subscribed to our Bookkeeping service or Scale plan.

If you do not have our accounting service, we provide this guide so you can complete the forms independently.

W‑9 Form (U.S. Suppliers)

Who should use it: Suppliers located within U.S. territory, whether individuals or legal entities.
Where to find it: IRS Form W‑9 and Instructions Direct PDF link.

Step‑by‑Step Guide to Completing Form W‑9

Field 1 – Taxpayer’s Name

Enter the name of the person or company providing the service.

For single‑member LLCs:

- Field 1: Owner’s name,
- Field 2: LLC’s legal name.

Field 3 – Taxpayer Type

Select the appropriate entity type: Individual, LLC, C Corporation, S Corporation, Partnership, or Trust.

For LLCs, indicate how it is taxed:
- LLC taxed as a C Corporation → Select “LLC” and enter C.
- LLC taxed as a Partnership → Select “LLC” and enter P.

Field 5 – Address

Enter the mailing address.

Field 6 – City, State, ZIP Code

Provide full location details.

Part I – Taxpayer Identification Number (TIN)

Individual → Social Security Number (SSN).
Entity → Employer Identification Number (EIN).

Signature and Date

Sign and date the form to finalize it.

W‑8 Forms (International Suppliers)

W‑8 forms are used by foreign individuals or entities (non‑U.S. residents) who receive income from U.S. sources. These forms certify their status as foreign taxpayers and allow them to claim benefits such as reduced withholding tax rates under a tax treaty, if applicable.

Form W‑8BEN → For foreign individuals receiving income in the U.S.
IRS Form W-8BEN
Form W‑8BEN‑E → For foreign entities receiving income in the U.S.
IRS Form W‑8BEN‑E

The W‑8 form collects details about who the person or entity is, where they are from, and what kind of income they receive.

The forms remain valid until the last day of the third calendar year following the year they were signed, provided the information has not changed.
- Example: A W‑8BEN signed on January 25, 2024, is valid until December 31, 2027.
These forms are sent only to the payer (the person or entity making the payment), not to the IRS.

How to Fill Out Form W‑8BEN (Foreign Individuals)

Part I – Identification of Beneficial Owner

Field 1

Enter the full legal name of the person receiving income/dividends/interests from the U.S.:

Field 2

Enter your country of citizenship.

Field 3

Provide your complete address, including city, state, ZIP code, and country.

Field 6a

Enter your foreign taxpayer identification number (TIN) assigned in your country of residence.

Field 7

For a US Disregarded Entity member, enter the LLC NAME and EIN.

Field 8

Enter your date of birth in U.S. format (MM/DD/YYYY).

Part II – Claim of Tax Treaty Benefits

Complete this section only if your country of tax residency has a tax treaty with the United States (for example, certain European countries).

Field 9

Enter the name of your country of tax residency.

Field 10

Provide the specific article and paragraph of the treaty that applies, the reduced withholding tax rate, and any additional eligibility conditions required under the treaty.