Hi Reader,

My husband and I built 5 pieces of furniture, and my daughter has officially moved into her room.

We still need to add her things and shop for decor, but she’s so excited to have her own space.

Back to work I can do sitting down.

A W-9 on file only protects you if it still matches your books.

Picture Hannah Abbott, a contract clinician. She filled out her W-9 in 2023, in her own name.

In 2025, she formed Godric’s Hollow Counseling LLC and asked to be paid through the business.

Someone updated her vendor record in QuickBooks. Nobody asked for a new W-9.

In January, her 1099 goes out with the LLC’s name from QuickBooks and Hannah’s Social Security number from the 2023 W-9.

The IRS can’t match that name to that number, then mails you a notice.

When a contractor’s name, business, or bank details change in your books, ask whether their tax information changed too, and get a fresh W-9 if it did. Do it in October, before the IRS asks for you.

The article has a 5-row check for spotting which W-9s to chase, plus the IRS tool that could have caught Hannah’s form in January.

👉 Why W-9s cause so many 1099 headaches for group therapy practices

Next up: Hannah’s an LLC now. Does she still get a 1099?

Has a contractor formed an LLC or changed names since you collected their W-9? Hit reply and tell me how you found out.

Until next time,

Abby