Help Center

Managing Payees and W-9 Collection

What Are Payees?

Payees are the people and vendors your organization pays. Volo Cash helps you track them and collect required tax documents.

Adding Payees

Payees can be created automatically from expense submissions. You can also add them manually:

  1. Go to Payees
  2. Click New Payee

Collecting W-9 Forms

For vendors who may need a 1099 because they provided a service to your organization:

  1. Go to the payee’s page
  2. Click Send W-9 Invite
  3. The payee receives an email with a secure link to enter their information or upload their form
  4. You may also manually enter information for a payee from their edit page

The W-9 is encrypted and stored securely and associated with the payee’s record. You can view it anytime from the payee’s page.

Linking Expenses to Payees

When reviewing expenses, you can link them to a payee record. This helps track total payments to each vendor across the year.

1099 Report

At year-end, run the 1099 report to see which payees will need 1099s filed with the IRS. The 1099 Report will show the totals for all vendors.

Insurance Compliance

You may be required to pay worker’s comp insurance premiums for any vendor that provides services for your organization that does not carry their own worker’s comp policy. To see which payees do not have a policy on file as well as the dates and amounts paid, use the Insurance Report