Bulk TIN matching before 1099 season
Find bad vendor names and TINs while there is still time to fix them. We automate the cleanup, the IRS bulk file, results, and W-9 chasing. A person with your e-Services account uploads the file.
1;000000000;TEST VENDOR ONE LLC;V-10012;000000000;SAMPLE PERSON;V-10021;000000000;EXAMPLE SUPPLY INC;V-1003
Semicolon delimited: TIN type, TIN, name, account number. Up to 100,000 per file.
| Vendor | IRS result | Next |
|---|---|---|
| V-1001 | Match | Stored |
| V-1002 | Match | Stored |
| V-1003 | No match | W-9 sent, tracking |
How it runs.
A name and TIN mismatch shows up after the 1099s are filed. Then AP has hundreds of vendors to fix at once.
Vendor file
Reportable vendors from accounts payable.
Your dataClean and build
IRS file rules applied. Trade names flagged.
AutomatedA person uploads
Your e-Services user uploads the file and brings back results.
A personWork exceptions
No-match vendors get a tracked W-9 request.
Automated
QuickBooks / Accounts payable systems / IRS e-Services / .txt bulk file / W-9
The rules and limits.
- Who may use it
- Payers and their authorized agents, in the Payer Account File, through IRS e-Services.
- Permitted use
- Only reportable payments covered by the program. Publication 2108 warns of civil penalties under IRC 7431.
- The file
- A .txt of up to 100,000 records, semicolon delimited. Names up to 40 characters. TIN type 1 EIN, 2 SSN, 3 unknown.
- The answer
- IRS says within 24 hours, through a secure mailbox.
- An agent's limits
- An authorized agent works under the payer's account. Nothing we read describes an API.
What a person does.
- A person with your e-Services account uploads each file and retrieves results.
- Accounts payable approves every vendor record change.
- Your tax adviser decides backup withholding and penalty questions.
Where we stand: we have not shipped this exact job. We would test the file format against your e-Services account first.
Common questions.
Can you submit the file for us?+
Our plan is that your own e-Services user does the upload. The IRS describes a web tool with no API, and an agent works under your account.
What about vendors marked as no match?+
They get a W-9 request with tracking, and AP approves the correction. A common cause is a trade name where the legal name belongs.
Does a clean match remove our penalty risk?+
No. It reduces one source of errors. Your tax adviser decides how penalties and backup withholding apply.
Sources
General information, not legal, tax, or compliance advice. Rules change; confirm against the current source and your own advisers.
Bring us your version of this.
Intro calls are 30 minutes, free, and useful even if we never work together. We'll be honest about whether this is the right fit for your accounting team.