Setup
W-9 and insurance certificate for commercial customers
Commercial customers' accounts-payable people almost always ask for a W-9 and a certificate of insurance (ACORD 25) before they'll pay you. Set them up once and the app sends them for you. They never go to residential customers.
Set them up
Settings → Company Profile → W-9 & Insurance Certificate (owners and admins; also on the office web page).
- Upload PDF for each one, or Replace when you get a new one. Uploads save right away.
- For the insurance certificate, set Insurance good through — the app warns you once it has run out.
Fill in my W-9
Instead of scanning a W-9, tap Fill In My W-9:
- Line 1 legal name (the name the IRS has for your EIN) and line 2 business name/DBA if you use one.
- Federal tax classification (for an LLC, how it's taxed: C, S or P).
- EIN — kept where only owners and admins can see it.
- Address — uses the company address from Company Profile (write it as street, city, state ZIP), or type a different one.
- Sign with your finger (or mouse on the web).
- Make My W-9.
The app fills in page 1 of the official IRS Form W-9 (Rev. March 2024), signed and dated, and it becomes your W-9.
Automatic or by choice
Send automatically on every commercial estimate:
| Setting | What happens |
|---|---|
| On | Every commercial estimate sends them — with the proposal (attached to the proposal email), when they accept online, or when the cleaning is booked (emailed to the appointment's contact plus the billing contact, once per job), whichever you pick. The estimator doesn't have to think about it. |
| Off | Each commercial estimate has a Send W-9 & insurance choice: with the proposal, when they accept, or don't send (the starting choice). |
Either way, Send W-9 & Insurance Now on the estimate (or Send W-9 & Insurance on the customer's page on the office web page) sends them any time — to the estimate's contact plus the billing contact.
Good to know
- When they accept and sending from the web page use your company email service (the same one as answer emails, Resend). Attaching to the proposal uses your own Mail app.
- The estimate shows when they were last sent and to whom.
More in Setup
Start here: setup checklistCreate your company accountApp Lock and Face IDCompany profile and logoYour account: name, password, email, deleteManaging your team on the office web pageServices offeredThe office web pageRate sets: standard and contract ratesPrice one surface the same as anotherSquare-foot pricing: bands or tiersService minimumStairs pricingUpholstery pricingAdd-ons and extra chargesPayment terms and card feesSales tax by stateTravel and mileageBranches, franchises and state licensesProposal wordingLead sourcesPromo codes and employee perk codesBluetooth laser measuresPrice sheets to print or exportConnect QuickBooks OnlineEmails when a customer answersWebhooks — send data to Zapier, Make or your CRMInvite your team and choose rolesPrice changes on site — as needed, within a limit, or lockedPermission to scan and photographRequired before sending ("stupid proofing")Screenshots, the security log, and people who leaveTraining coursesCondition charges — wool, woven, soil, petsWalls, countertops and bathroom fixturesPlan & BillingBooking accepted proposals in ZRWare (Zerorez)Export customers to a spreadsheetAutomatic follow-ups on proposalsOnline booking, deposits and cancellationsTeam chat — one on one, groups, photos and videosBring your customers in from QuickBooksBring customers in from a spreadsheetPayments — use your own processorWhat you do — setting up your servicesDepartmentsLate fees on overdue invoicesRefunds — card payments and QuickBooksReports and sharingSwitching companiesMonthly goals