Filing taxes

Headway is required to collect W-9 forms from all providers on our platform. This form provides the legal name, address, and taxpayer identification number (TIN) or Social Security Number (SSN) of each contracted provider.

Headway will then use the information received in the W-9 forms to populate the taxpayer identification needed to complete 1099 forms, which will be distributed to all contracted providers that were paid $600 or more during the year. 

Filing taxes with a Single-Member LLC (SMLLC)

If you're a sole proprietor and you have an EIN, you may enter either your SSN or EIN when prompted for your SSN. If you own a Single Member LLC that is disregarded you must enter your SSN (see IRS Form W-9 Part 1 instructions for further information).

Single-Member LLC (SMLLC) is by default a “disregarded entity” for tax purposes. Essentially, this means that the IRS does not distinguish between the business entity and the individual owner for taxation.

Because of this, the Form W-9 must be completed using the name and Tax ID of the individual owner. As a note, your 1099 may show your social security number (SSN); this is not a mistake and you do not need to fix it or reach out to Headway. 

SMLLCs may only use their business name and EIN on a tax form if they filed a Form 8832 with the IRS to be treated as a corporation or partnership.

For any additional questions on this, we recommend that you speak to a tax consultant. 

W-9 collection

Before the end of the year, we'll collect all W-9s through Stripe, the third-party payment processor we use to manage your payouts. 

For individual providers 

To fill out and electronically sign your W-9

1. Log into Sigmund, where you'll be prompted to fill out and electronically sign your W-9 form
2. In the pop-up, click Complete on Stripe
3. Complete the W-9 in the Stripe page

Note: If you are a single-member LLC (SMLLC), the IRS requires you to fill out your W-9 with your SSN. This does not affect the type of bank account you’re able to use for the bank set up stage.

Not ready to fill out and electronically sign your W-9 yet?

You can dismiss the reminder by clicking Remind me later and come back to complete the process at a later time.

We'll add a reminder to your Home page in the provider portal that you can return to at any time. Additionally, we'll remind you of the upcoming deadline every 24 hours when you log in. 

For group practice owners/administrators

We'll need groups to re-enter their information in Stripe, as well as complete the W-9. Additionally, group administrators/owners will need to re-enter the group bank account information. 

Note: All actions will be taken by the group practice admin or owner. No action is required from non-admin providers in your group. 

To complete this process

1. Log into Sigmund, where you'll be prompted to update your group's billing information
2. In the pop-up, click Update billing info to visit your billing page 
3. On the billing page, click Verify as group practice to re-verify your group practice in Stripe 
4. Once the group has been re-verified in Stripe
   1. Return to the billing page in Sigmund 
   2. Click Update group practice bank account
   3. Follow the prompts to enter your group's bank account information

Not ready to complete the W-9 process yet?

You can dismiss the reminder by clicking Remind me later and come back to complete it at a later time.

We'll add a reminder to your billing page in the provider portal that you can return to at any time. Additionally, we'll remind you of the upcoming deadline every 24 hours when you log in. 

For group practice providers (non-admin/non-owner)

No action is required! Your group practice administrator will take care of W-9 collection and re-verification for the entire group.  

1099s

Headway utilizes Tax1099 to file the appropriate tax forms to the IRS (most commonly Form 1099-NEC). Tax1099 is an IRS authorized e-filing and compliance platform.

1099s are sent in early February to the email connected to your Headway account, directly from Tax1099. Please be sure to check your spam and junk folders if you do not see an email from them. 

The form is locked by password to protect your privacy, and to open the form, please note:

• Your password is 8 characters long
  • Enter the first 4 letters of the name listed after the word "Dear..." in your email from Tax1099 all lower case, then enter the last 4 digits of your tax ID (this is either your EIN or SSN)
  • All special characters are excluded from the password Ex: John Smith, TIN 123456789, the password is john6789

If you received a blank 1099NEC, this is likely due to your privacy settings. Please try to download the file once more, and if you are having the same issue, reach out to our team.

Frequently Asked Questions