If you need to fill a W-9 from Excel, you already have the hard part done: the data. Names, addresses, tax classifications, and TINs usually live in a vendor list or client workbook long before anyone opens the PDF. The slow part is retyping that data into the form, one W-9 at a time.

ExForms is an Excel add-in that removes the retyping. You map your workbook to the official IRS W-9 once, then generate one filled PDF per Excel row — whether that’s one form or hundreds — in a single action.

Form W-9 (Rev. March 2024) — the official IRS form ExForms fills from your Excel data.

Copy the “W-9 Rev. March 2024” set from the ExForms Ready-Made Templates library, map its fields to your workbook, and click Send Data. ExForms generates one filled W-9 PDF per Excel row — one form or hundreds in the same click — within your plan’s monthly form allowance. The generated W-9 keeps its fillable fields, so each vendor can complete anything missing and sign.

Form W-9, Request for Taxpayer Identification Number and Certification, is the IRS form a requester (a business or other payer) uses to collect a payee’s taxpayer identification number before paying reportable amounts. The information feeds information returns such as the 1099-NEC and 1099-MISC (see the IRS’s About Form W-9 page).

A few points people often get wrong:

The current revision is Rev. March 2024. Its real inputs are: Line 1 name, Line 2 business/disregarded-entity name, the Line 3a federal tax classification checkboxes (individual/sole proprietor, C corporation, S corporation, partnership, trust/estate, LLC plus its classification letter C/S/P, or other), the Line 3b foreign-partners checkbox added in this revision, Line 4 exempt payee and FATCA codes, the Line 5-6 address fields, the requester’s name-and-address box, Line 7 account numbers, and the Part I TIN — entered either as an SSN (3+2+4 split boxes) or an EIN (2+7 split boxes), not both.

The signature and date in Part II are signed physically or electronically outside the form fields. For questions about classification, exemption codes, or withholding, consult a tax professional.

Install ExForms from AppSource and open the add-in in Excel. In the template tree you’ll find a read-only Ready-Made Templates library. Under Tax & Onboarding Forms (US), right-click the “W-9 Rev. March 2024” set and choose Copy to My Folder.

That gives you an editable copy of a template set built on the official IRS PDF, ready to map to your own workbook. (You can also upload the official W-9 PDF from the IRS yourself — IRS forms are public domain — but the library copy saves you the setup.) The Ready-Made Templates library guide covers the library in more detail.

The IRS W-9 is a hybrid PDF (static XFA plus AcroForm). Opened naively, files like this expose 100+ structure rows that aren’t actually inputs. ExForms defaults to “Fillable fields only”, so the W-9 comes through as roughly 17 real fields — the lines listed above, nothing else.

You have three ways to map them:

For the Line 3a classification, your data drives the checkboxes — each payee row selects exactly one classification, and LLCs also carry their C/S/P letter.

For the full mapping walkthrough, see working with PDF templates in ExForms.

Click Send Data. ExForms generates one filled W-9 PDF per Excel row, for every template in the set, in one action. Outputs are named using your naming patterns (for example, the payee’s Line 1 name), sorted into subfolders, and delivered as a single zip download.

Ten rows, ten W-9s. Three hundred rows, three hundred W-9s. Same click. Every generated form counts within your plan’s monthly form allowance; current plans are on the pricing page.

If you’d rather automate it, the same generation is available through the ExForms REST API on plans with API access.

One-off W-9s aren’t the interesting case. Bulk W-9 generation is:

Because a template set can hold multiple document templates mapped to the same workbook, Send Data can produce your whole onboarding packet (paid plans) — the W-9 alongside your other documents — one packet per row, sorted and zipped. Free and anonymous accounts are limited to 1 form per set, so a W-9-only set still generates one filled W-9 per Excel row, within your plan’s monthly form allowance; see current plans and allowances.

And it isn’t limited to fillable PDFs: flat PDFs and even PNG/JPG/TIFF scans become fillable with a one-time visual field placement (see the flat PDFs and image templates guide), so the rest of your packet can ride along in the same set.

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