Every vendor, every W-9, one place
One vendor, from the handshake to the 1099
You are about to pay somebody new
The DJ for the fall festival, the company that dropped off the inflatable slide, the coach on a stipend. The moment to ask for their paperwork is now, while they are still waiting on your check.
You send them a link
Enter a name and an email address and BeeKeeper sends the vendor a secure page of their own. You tick which documents they have to supply, and every box you tick has to be satisfied before they can submit.
They fill in their own W-9
On whatever device they have, on their own time, with no account to create and no password on either side. Legal name, tax ID, address, and the files you asked for. You are not retyping a PDF somebody photographed.
The tax ID lands encrypted
Encrypted at rest, and shown as the last four digits anywhere it does not need to be read in full โ a board member reviewing the vendor, a PDF, the change log. The audit trail records that a tax ID changed and never what it changed to.
You pay them, and go on paying them
Payments attach to the vendor on their own when the payee matches, including bank feed transactions that arrived before the vendor record existed. Give them a default category and everything you ever pay them is pre-categorized from then on.
The year adds itself up
Every check, every feed transaction, every expense report paid to them, accumulating against one name instead of scattered through twelve months of a register.
January arrives
The month the forms are due is the month nobody can find the paperwork. Any document you gave an expiration date has already been on your dashboard and in the weekly to-do email since thirty days out.
The 1099 list comes off the books you already kept
Every vendor you marked reportable who was paid $2,000 or more against an expense account that calendar year, with the tax ID, the address, the total, and whether the W-9 is on file. PDF or Excel, with the ones missing a W-9 counted at the top.
The vendor paperwork is not hard. It is just always late.
You paid him in October. It is January, the 1099 is due, and the only contact anyone has is a phone number in the outgoing treasurer's notes.
A photo of a signed form, sitting in a chat thread on three phones and in two camera rolls. That is the part of this job that should actually worry you.
Which vendors even need a 1099? Answering it means adding up a year of payments per payee by hand โ the exact work the books should have done for you already.
How a W-9 actually gets collected
PTA accounting that runs itself
Built for school groups. Free for 30 days, no credit card required.
Four reports that fall out of this
Every reportable vendor over the threshold for a calendar year, with the ones missing a W-9 counted at the top. PDF or Excel.
Every vendor, how many payments, the total, and the first and last dates. The answer to who did we actually spend the money with.
Every payment grouped under its vendor, with dates, check numbers and descriptions. This is the one an audit committee asks for.
The vendors you flagged as needing coverage, what they were paid, and whether the certificate is on file, expired, or was never supplied.
And so much more
Frequently Asked Questions
Keep looking around
Budgets & Amendments
Build the annual budget, take it from working draft to proposed to approved, and track actuals against it all year. Amendments are numbered, carry their reason, and stay on the record.
Security & Roles
Give the president, treasurer and auditor exactly the access their role needs. Every edit is logged with who made it and when โ including us, when you ask us for help.
Mobile Apps
Volunteers photograph a receipt and submit a reimbursement before they leave the store. Approvals arrive as a push notification.