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Nearly every U.S. information return requires payers to include information about themselves and their payee on informational returns. One such piece of information is the TIN (Tax Identification Number). This unique number is used by businesses and the IRS to ensure accurate tax reporting and compliance.
IRS maintains its own record of TIN and name database. So, when a payer files 1099s and payroll forms, the TIN details and legal name should match the IRS records.
Wrong TIN information can levy penalties and a few more forms for correction. So, how do you correctly fill in the TIN if you must file numerous information returns or payroll forms?
Short answer: Use TIN verification tools to match the TIN/legal name with the IRS database.
Read this blog as we talk about the best TIN verification tools that let you verify TINs online for an accurate filing.
A TIN is a unique number that is assigned to businesses and individuals for reporting tax returns, payroll forms, and even at the time of account opening. There are various types of TIN numbers assigned to different entities, including EIN, SSN, etc.
TIN verification is a critical compliance step for payers to ensure accurate reporting and avoid IRS penalties. If a contractor’s TIN and name combination is invalid or mismatched, the IRS issues CP2100 or CP2100A “B-Notices” to the payers and can levy penalties up to $330 per form or $680 if it is an intentional disregard.
Thus, payers are required to withhold 24% tax on future payments and submit a correct filing.
Let’s have a look at the top TIN verification tools and how they stack up against each other:
Tax1099 offers an automated TIN matching system with instant validation. You can verify TINs in real-time, within 24 hours, or in bulk by importing details from Excel/CSV, accounting software (QuickBooks, Xero, NetSuite, etc.), or via the Tax1099 API.
For bulk matching, the platform offers a TIN match template, which you can download and upload by filling in the data. Tax1099 allows you to manually upload the data or integrate with any existing accounting software to perform a TIN match.
Tax1099 is a great pick if you are looking for an affordable and accurate TIN matching system. And, if you are stuck, you can get chat assistance 24/7.
Best Suited For:
It is ideal for payers seeking a unified platform for W‑9 collection, TIN matching, federal & state e‑filing, and delivering recipient copies.
Here are some highlight features of Tax1099:
Pricing:Tax1099 offers three options for TIN matching. A real-time TIN match costs $1/unit, whereas a bulk TIN match costs $0.37/unit. Bulk TIN verification comes at $150 for a 10,000-record match.
Pros:
Cons:
The IRS e-Services TIN Matching Program is a free online tool that allows payers and authorized agents to verify Taxpayer Identification Numbers (TINs) and names directly with the IRS database. IRS offers two types of tools for automated TIN matching: Interactive TIN Matching and Bulk TIN Matching.
While interactive TIN matching verifies up to 25 name/TIN combinations, bulk TIN matching allows verification for up to 100,000 name/TIN combinations.
However, there are certain limitations with the e-matching system. For instance, only eligible filers and authorized agents can use IRS TIN Match. Also, there are no additional features like workflows, collaboration tools, or audit logs.
Here are the key features of IRS e-Services TIN:
Pricing: There is no fee for the IRS TIN matching program.
Track1099, now a part of Avalara, offers real-time TIN matching. The tool is designed to help users verify TINs against IRS records. They do not offer a TIN lookup feature, but the API gives a pass/fail result.
Keep in mind that the TIN verification is only available during the checkout process.
Best Suited for: Track1099 is ideal for developer‑led finance teams who wish to embed TIN checks into custom apps.
Pricing:Track1099 charges $0.45 per form for TIN matching.
TaxBandits offers an API for verifying and matching TIN with the IRS database. This API offers two types of TIN matching services: standard matching and real-time TIN matching.
While the standard matching offers batch validation of TINs within 24-48 hours, real-time TIN matching enables real-time validation in a single click. Real-time validation is best for validating TINs for new client onboarding.
Here are the key features of TaxBandits:
Pricing: TIN matching for each 1099 form costs $0.35 per form.
1099Pro offers both desktop and cloud-based SaaS applications for verifying TINs online. It uses TINCheck software for real-time and bulk TIN matching. The SOAP/REST API that automates TIN and SSN EIN lookup by integrating with a back-office system.
You can also use the APIs to verify compliance using US government databases and global watchlists. Bulk verification is ideal for businesses with changing merchant or vendor lists.
Here’s what it offers:
Pricing: 1099Pro offers three subscription plans which include TIN matching feature. Pricing starts at $499/year.
Based on the features that each of the above tools offers, we have created a table that shows you which platform is best for your needs.
The “BanditComplete” in TaxBandits handles IRS B-Notice print-mail, corrections, and compliance workflows.
TIN verification is not mandatory. However, it is a preventive measure to avoid penalties. Any TIN mismatch can levy penalties and 24% withholding.
No. While a wrong Form W-9 shifts the liability for false information towards the payee, it does not protect the payer from IRS backup withholding requirements or CP2100/CP2100A notices. Thus, they should validate and match TIN before submitting W-9.
Payers should make it a practice to re-verify vendor TINs at least three times. Specifically, during the onboarding, before each payment batch, and after the annual 1099 filing.
Yes. Tax1099 keeps a log of match codes, timestamps, and user IDs for at least four years. These logs are exportable, making it easy to show up during the audit.
If the IRS match returns “TIN not issued,” start backup withholding immediately and request an updated W-9 from the vendor. Once you’ve received the new TIN, match it using the TIN verification tool.
Start with Tax1099 B-notices and other penalties can hurt your business. Hence, it is important to stop a B-notice before it occurs. Use Tax1099 to verify TINs in batches or in real time. The platform offers free lookup with 24*7 real-time TIN validation. Start with Tax1099 for free.
B-notices and other penalties can hurt your business. Hence, it is important to stop a B-notice before it occurs. Use Tax1099 to verify TINs in batches or in real time. The platform offers free lookup with 24*7 real-time TIN validation.