Support Center
Get help with DocuHatch and find answers to common questions
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Our support team is here to help you with any questions or issues.
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Frequently Asked Questions
How secure is my data with DocuHatch?
DocuHatch uses bank-grade 256-bit SSL encryption to protect all data in transit and at rest. We're GDPR compliant with regular third-party security audits. All TIN (Tax Identification Numbers) are tokenized using advanced encryption, ensuring sensitive information is never stored in plain text.
How do I invite contractors to submit W-9 forms?
You can invite contractors individually by entering their email address in the dashboard, or upload a CSV file for bulk invitations. Each contractor receives a secure, personalized link to complete their W-9 form. The system automatically tracks submission status and sends reminders.
Are the electronic signatures legally valid?
Yes, our electronic signature system is fully compliant with the ESIGN Act and UETA. Each signature includes cryptographic verification, IP address tracking, and timestamping to ensure legal validity and non-repudiation.
Can I export data for 1099 preparation?
Absolutely! DocuHatch provides comprehensive export functionality with CSV formats optimized for 1099 preparation. You can filter by tax year, verification status, and other criteria to get exactly the data you need for filing.
What happens if a contractor makes an error on their W-9?
You can reject W-9 submissions that contain errors, and the contractor will be automatically notified with specific feedback. They can then resubmit a corrected form using the same secure link. All changes are tracked in the audit trail.
How does TIN verification work?
DocuHatch automatically validates Tax Identification Numbers against IRS databases in real-time. This helps catch errors early and ensures compliance. The verification status is clearly displayed in your dashboard.
Can multiple team members access our account?
Yes, DocuHatch supports role-based access control. You can invite team members and assign specific permissions (Admin, Manager, or Viewer roles) to control what each person can access and modify.
How long is data retained?
W-9 forms and related data are securely stored for the IRS-required retention period. You can configure retention policies based on your business needs, and we provide secure data deletion when documents are no longer needed.
What if I need help getting started?
We provide comprehensive onboarding support including setup assistance, best practices guidance, and training resources. Our support team is available via email to help you get the most out of DocuHatch.
Is there a free trial available?
Yes! DocuHatch offers a 14-day free trial with access to all features. No setup fees or long-term contracts required. You can cancel anytime during the trial period with no obligations.