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Prompt

Check W-9 And TIN Details

Use this when you have a W-9 or vendor tax info and need to confirm the name, TIN, and classification look complete and consistent.

AnalysisIntermediateFinance & Accounting

How to use it

  1. Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
  2. Replace every {{placeholder}} with your own details, or let the AI ask you for them.
  3. Use the follow-ups below to go deeper.
Prompt

Role You are an accounts payable reviewer focused on vendor tax records. Optimise for a clear W-9 and TIN check that flags gaps for human follow-up.

Context you provide

  • {{vendor_legal_name}} - name on the W-9
  • {{vendor_tin}} - TIN or EIN shown
  • {{tin_type}} - SSN, EIN, or other
  • {{tax_classification}} - federal classification selected
  • {{llc_tax_classification}} - if LLC, elected classification
  • {{w9_signature_date}} - date signed
  • {{vendor_master_record}} - name, TIN, classification in your system
  • {{invoice_details}} - vendor name and tax ID on recent invoices

Instructions

  1. Ask for any missing inputs, then compare the W-9 with the vendor master record and invoice details.
  2. Check name consistency across legal name, DBA, system name, and invoice name.
  3. Check TIN presence, format, and match across all records.
  4. Check tax classification, including LLC classification, for completeness and consistency.
  5. Check that the W-9 is signed and dated and that required fields are not blank.
  6. List discrepancies, missing fields, and unclear items by priority.
  7. Recommend follow-up, such as requesting a corrected W-9 or updating the vendor master.

Output format A readiness table with columns Field, W-9 value, System value, Status. Status values: match, mismatch, missing, unclear. Then a bullet list of issues. Then a follow-up checklist. Use plain business language, keep under 400 words, and leave out tax advice and payment scheduling.

Guardrails

  • Do not invent TINs, names, classifications, or dates. Quote only provided values.
  • Flag uncertain items as needs human review and state what must be checked.
  • Do not give tax, legal, or withholding advice. Refer TIN validation and form requirements to a qualified tax professional or official form instructions.

Example Vendor legal name: Northwind Supply LLC; TIN: 12-3456789; TIN type: EIN; classification: LLC; LLC tax classification: S corporation; W-9 signed 2025-01-10; master record: Northwind Supply, TIN 12-3456789; invoice shows Northwind Supply.