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Save Time by Completing Your Tax Forms Electronically: How to Do It

If you're someone who values efficiency and prefers to go paperless whenever possible, it's crucial to understand how to complete tax forms electronically and quickly. In this blog post, I’ll guide you through the process of electronically filling out a W9 form, which is commonly required for various financial transactions.

Section 1: What is a W9 Form?

A W9 form is a standard document used in financial transactions. It is typically necessary under the following circumstances:

For Payers: If you've spent over $600 on services for your business within one tax year, you are typically required to request a W9 form from them.

For Recipients: If someone has paid you $600 or more for your services for their business, it is their responsibility to request a W9 form from you.

Disclaimer: This blog post is intended to provide general information about the electronic completion of W9 forms for your convenience. It does not constitute financial or tax advice. Tax regulations can be complex and subject to change, and individual circumstances may vary.

Before proceeding with any tax-related activities, including requesting or submitting W9 forms, it is advisable to consult with a qualified tax professional or advisor. They can provide personalized guidance and ensure that you comply with all applicable tax laws and regulations specific to your situation.

The information provided here is for educational purposes only, and we are not liable for any inaccuracies, omissions, or consequences arising from your use of this information. Always seek professional advice to clarify your tax-related queries and obligations.

Section 2: How to Complete a W9 Form Electronically

If you're a coach or a business owner who wants to streamline your tax-related paperwork and avoid the hassle of dealing with physical forms, you can follow these steps to complete a W9 form electronically:

Step 1: Access the Form

Visit the official IRS website at to access the W9 form. 

Step 2: Fill in Your Information

Utilize the fillable feature provided on the form to type in your personal and business details accurately.

Step 3: Save it to Your Computer Desktop

Click the top right corner to download the completed form and save it to your computer desktop.

Step 4: Sign Electronically

Method 1: Sign Electronically using Preview on Mac

  • Open the Document in Preview:

    • Locate the document (in this case, the electronically filled W9 form) that you want to sign on your Mac.

    • Right-click on the document file and select "Open With" > "Preview." This will open the document in the Preview app

  • Access the Markup Toolbar:

    • Once the document is open in Preview, click on the "View" menu at the top of the screen.

    • From the drop-down menu, select "Show Markup Toolbar." This will display the Markup Toolbar at the top of the document.

  • Create a Signature:

    • In the Markup Toolbar, you'll see a "Sign" icon that looks like a signature. Click on it.

    • If you haven't already created a signature in Preview, you'll be prompted to do so. Click "Create Signature."

  • Sign Your Name:

    • A signature capture window will appear. Use your trackpad or mouse to sign your name in the provided area. You can use your finger if you have a touchscreen Mac.

    • Once you've signed your name, click "Done."

  • Insert Your Signature:

    • After creating your signature, click on the "Sign" icon in the Markup Toolbar again.

    • Select your newly created signature, and it will appear as an image that you can drag and drop onto the document where your signature is required.

  • Adjust the Signature Size and Position:

    • If needed, you can click and drag the signature image to place it accurately on the document.

    • You can also resize the signature by clicking on it and dragging the blue handles at the corners of the image.

  • Save the Document:

    • Once you've inserted your signature in the desired location, make sure to save the document with the changes.

    • Click "File" in the top menu, then select "Save" to save the document with your electronic signature.

  • Finalize the Process:

    • Close the document in Preview, and it will be saved with your electronic signature.

Method 2: Sign Electronically using Windows

To electronically sign a document using Windows, you can utilize various software applications or online tools. One common method is to use the built-in "Draw" feature in the Windows Photos app. Here's how you can do it:

  • Open the W9 form document on your Windows computer.

  • Locate the area where you need to add your signature.

  • Take a picture of your signature using your smartphone or a digital camera, and save it to your computer.

  • Open the Windows Photos app.

  • In the Photos app, locate and open the image of your signature.

  • Click on the "Edit & Create" button at the top of the window, then select "Draw" from the drop-down menu.

  • Use the drawing tools in the Photos app to trace your signature onto the document.

  • Once you've added your signature, save the document with the changes.

  • The document is now electronically signed and ready for sharing.

Please note that there are also dedicated electronic signature software and services available that offer more advanced features and security options, such as Adobe Sign, DocuSign, or Microsoft 365's built-in e-signature functionality. 

Step 5: Upload the File to Google Drive for Reuse

  • Open your Google Drive account.

  • Upload the completed W9 form to your Google Drive for easy access and reuse whenever needed.

P.S. You can use whatever cloud service you prefer, Google Drive is just my favorite!

Step 6: Send the File

  • Send the completed W9 form to your recipient either as an attachment in Gmail or as a shareable link using Google Drive.

Step 7: Optional - Send in Confidential Mode in Google Drive

Enhancing the security of your documents can be crucial when sharing sensitive information. Google Drive offers a "Confidential Mode" feature that can help you achieve this. Here's how to use it:

  • In Google Drive, locate the W9 form file you want to share securely.

  • Right-click on the file to open the context menu.

  • Select "Share" from the menu.

  • In the sharing dialog box, click on the "Set expiration" option to limit access to the document for a specified period, if desired.

  • Below the expiration settings, you'll find "Access," click on it to set permissions. Choose the appropriate access level, such as "View," "Comment," or "Edit," depending on your needs.

  • To further enhance security, click on the "Disable options to download, print, and copy" checkbox to prevent recipients from downloading, printing, or copying the document.

  • If needed, you can also add an optional "Passcode" for additional protection. Recipients will need to enter this passcode to access the document.

  • After configuring the security settings, enter the email addresses of the recipients in the "Send email" field.

  • Optionally, you can include a message in the email to provide context or instructions.

  • Click the "Send" button to share the document securely. Recipients will receive an email with a link to access the document, and they will be subject to the specified access and security settings.


Completing tax forms electronically can save you time and resources while promoting a more eco-friendly approach. If you need further assistance with this process, feel free to reach out to me, or leave your questions in the comments section below. 


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Hey there! My name is Katie Wrede and I'm "The Tech Mentor for Coaches". I'm known to get a little too excited when asked to help with anything tech related...and always seems to have the latest tech tools in hand.


If you enjoy Schitt's Creek, The Office, and the Big Bang Theory; love analogies, and appreciate witty sarcasm, we are probably friendship material. 

So happy you found this page and make sure to friend me on social media and introduce yourself!

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