Tax forms W-9, W-2 and 1099 (USA) — document capture template

Vendor and employee tax documents: Form W-9 (name, business name, TIN), Form W-2 (employee SSN, employer EIN, wages, federal tax withheld) and Forms 1099-NEC / 1099-MISC (payer and recipient TIN, compensation). Tax years and identifiers are validated.

At a glance


Region	USA
Industry	Finance & accounts payable
Document types	Form W-9, Form W-2, Form 1099-NEC, Form 1099-MISC
Workflow	Scan → OCR, separation & classification → Classification → Extraction & validation → Index / Validate → PDF generation & export
Straight-through processing	Yes — documents that pass every check skip Index / Validate
Separation	each file, change of document type
Output	searchable PDF with CSV, JSON data
Dates read as	MM/dd/yyyy, M/d/yyyy, MM-dd-yyyy

Use this template

Go to Batch Setups and choose New Batch Setup.
Filter by USA or search for "Tax forms W-9, W-2 and 1099 (USA)", select it and choose Next.
Name the Batch Setup, choose the export folder and create it.
Try it with a few of your own documents on the Test tab, adjust fields and rules, then publish it — see Test a Batch Setup and Versions and publishing.

Batch fields

Entered once per batch, for example on the Scan screen.

Field	Type	Required	Found by	Checks
Tax year	Text	Yes	entered by the operator	Year

Document types and fields

Form W-9

Recognised by words such as "W-9", "request for taxpayer identification number".

Field	Type	Required	Found by	Checks
Name (as shown on your income tax return)	Text	Yes	label "Name", "1 Name"
Business name	Text		label "Business name/disregarded entity name", "Business name"
Federal tax classification	Choice		entered by the operator	one of: Individual/sole proprietor, C corporation, S corporation, Partnership, Trust/estate, LLC …
TIN (SSN or EIN)	Text	Yes	pattern in the text	US TIN
ZIP code	Text		pattern in the text	US ZIP code
Date signed	Date		label "Date"	Not in the future

Form W-2

Recognised by words such as "W-2", "wage and tax statement".

Field	Type	Required	Found by	Checks
Employee SSN	Text	Yes	pattern in the text	US SSN
Employer EIN	Text	Yes	pattern in the text	US EIN
Employee name	Text		label "Employee's first name and initial", "Employee's name", "Employee"
Tax year	Text	Yes	pattern in the text	Year
Wages, tips, other compensation (box 1)	Amount	Yes	label "Wages, tips, other compensation", "Wages"	at least 0
Federal income tax withheld (box 2)	Amount		label "Federal income tax withheld"	at least 0

Form 1099-NEC

Recognised by words such as "1099-NEC", "nonemployee compensation".

Field	Type	Required	Found by	Checks
Payer's TIN	Text	Yes	pattern in the text	US EIN
Recipient's TIN	Text	Yes	pattern in the text	US TIN
Tax year	Text	Yes	pattern in the text	Year
Nonemployee compensation (box 1)	Amount	Yes	label "Nonemployee compensation"	at least 0
Federal income tax withheld (box 4)	Amount		label "Federal income tax withheld"	at least 0

Form 1099-MISC

Recognised by words such as "1099-MISC", "miscellaneous information".

Field	Type	Required	Found by	Checks
Payer's TIN	Text	Yes	pattern in the text	US EIN
Recipient's TIN	Text	Yes	pattern in the text	US TIN
Tax year	Text	Yes	pattern in the text	Year
Rents (box 1)	Amount		label "Rents"	at least 0
Other income (box 3)	Amount		label "Other income"	at least 0

Adapt it to your documents

Add or rename fields and change how they are found: Fields and data extraction, Finders and zones.
Improve document type recognition: Document classes and classification, Samples and classifier training.
Send the documents and data to your systems — folders and servers, SharePoint, Google Drive and other cloud drives, S3, document management (FileNet, Alfresco, M-Files, DocuWare), SAP, Dynamics 365, Salesforce, Xero, QuickBooks, SQL, REST or a C# script: Output and export, Cloud and business-system destinations.
Arrange the data entry screen: Screen designer.

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