How DocuHatch Works
From invitation to verification, DocuHatch automates your entire W-9 collection workflow with enterprise-grade security and intelligent processing.
Invite
Send secure invitations individually or via CSV bulk upload
Collect
Contractors complete W-9s through our secure, guided questionnaire
Verify
Automatic TIN verification and compliance validation
Manage
Review, approve, and export for 1099 preparation
Company Onboarding
Quick Setup
Create your company profile with basic information and upload your logo for branded communications
Team Management
Invite team members and assign roles (Admin, Manager, Viewer) with appropriate permissions
Security Configuration
Enable multi-factor authentication and configure security policies for your organization
Company Setup
✓ Complete
Acme Corporation
Setup completed
Invitation Methods
Individual Invite
ManualPerfect for one-off contractors or personalized invitations
john.doe@contractor.com Bulk CSV Upload
AutomatedUpload hundreds of contractors at once with validation
Secure Invitations
Flexible Invitation Methods
Send individual invitations or upload CSV files for bulk processing with built-in validation
Branded Communication
Professional emails featuring your company logo and personalized messaging
Security-First Approach
Unique, time-limited tokens ensure secure access without compromising contractor data
Smart W-9 Collection
Guided 5-Step Process
Intuitive questionnaire format breaks down complex W-9 requirements into simple steps
Real-Time Validation
Instant feedback prevents errors and ensures accurate data collection
Secure Data Handling
TIN tokenization and encryption protect sensitive information throughout the process
W-9 Questionnaire Progress
Step 4 of 5Automated Processing
Intelligent Verification
Real-Time TIN Validation
Instant verification against IRS databases ensures accuracy and compliance
E-Signature Compliance
ESIGN Act compliant signatures with cryptographic verification and audit trails
Automated PDF Generation
IRS-compliant W-9 PDFs generated instantly with signature certificates
Centralized Management
Real-Time Dashboard
Monitor collection progress, verification status, and team activity from one central location
Bulk Operations
Review and approve multiple W-9s simultaneously with intelligent filtering and search
Export & Integration
Export data in formats optimized for 1099 preparation and integrate with existing systems
Management Dashboard
Live DataSecurity at Every Step
Enterprise-grade security protects sensitive tax information throughout the entire workflow
Data Encryption
256-bit encryption for all data in transit and at rest
Compliance
GDPR and ESIGN Act compliant processes
Audit Trails
Complete activity logging for regulatory compliance
Ready to Streamline Your W-9 Collection?
See how DocuHatch can transform your vendor onboarding process with intelligent automation and enterprise security.