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How A Simple Email Automation Ends Most W9 Headaches
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Your inbox shouldn’t implode with W-9 requests every December. We walk through a tiny, high‑leverage automation that sends clients your W9 at exactly the right moment and keeps that info easy to find all year. If you’ve ever re-sent W-9 forms in a week, this workflow will feel like a breath of fresh air.
First, set up a single source of truth: a shared Google Drive or Dropbox folder with your current, signed W9.
Then plug that link into Dubsado’s “after contract signed” email so every new client automatically receives a clear, professional note with the download link. No extra clicks, no remembering to attach a file, no scrambling during tax season—just a simple system that works in the background while you focus on delivery.
Bonus tip: add a Zapier automation that tags or subscribes every booked client to a year-specific list.
In November, send a quick reminder email to that list with the same W9 link so bookkeepers and ops teams can file it ahead of deadlines.
One final step create a recurring December task inside your Project Management tool to refresh the W9, replace the file in the same folder, and use a year-stamped filename for instant clarity. The link never changes, the file stays current, and your onboarding stays tidy. (Mic drop!)
If you’re ready to reclaim your year-end, tune in, take the steps, and set it once.
Like this kind of clean, quiet automation? Subscribe, share the episode with a freelancer friend, and leave a review telling us which workflow you want simplified next.
Stay in Touch with Us
Book a Free 15 Minute Discovery Call to Learn How I Can Help You Work Less, Make More & WOW Clients: www.amysgould.com/book-a-call
Website: www.amysgould.com
Watch me on YouTube: https://www.youtube.com/@SystemsforCreatives
Share your take-aways by email: [email protected]
Connect with us on Instagram: amyspearson_
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By Amy PearsonSend us a text
Your inbox shouldn’t implode with W-9 requests every December. We walk through a tiny, high‑leverage automation that sends clients your W9 at exactly the right moment and keeps that info easy to find all year. If you’ve ever re-sent W-9 forms in a week, this workflow will feel like a breath of fresh air.
First, set up a single source of truth: a shared Google Drive or Dropbox folder with your current, signed W9.
Then plug that link into Dubsado’s “after contract signed” email so every new client automatically receives a clear, professional note with the download link. No extra clicks, no remembering to attach a file, no scrambling during tax season—just a simple system that works in the background while you focus on delivery.
Bonus tip: add a Zapier automation that tags or subscribes every booked client to a year-specific list.
In November, send a quick reminder email to that list with the same W9 link so bookkeepers and ops teams can file it ahead of deadlines.
One final step create a recurring December task inside your Project Management tool to refresh the W9, replace the file in the same folder, and use a year-stamped filename for instant clarity. The link never changes, the file stays current, and your onboarding stays tidy. (Mic drop!)
If you’re ready to reclaim your year-end, tune in, take the steps, and set it once.
Like this kind of clean, quiet automation? Subscribe, share the episode with a freelancer friend, and leave a review telling us which workflow you want simplified next.
Stay in Touch with Us
Book a Free 15 Minute Discovery Call to Learn How I Can Help You Work Less, Make More & WOW Clients: www.amysgould.com/book-a-call
Website: www.amysgould.com
Watch me on YouTube: https://www.youtube.com/@SystemsforCreatives
Share your take-aways by email: [email protected]
Connect with us on Instagram: amyspearson_