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) (either Social Security Number (SSN) or Employer Identification Number (EIN)) of each contracted provider.
Headway will then use the information received on 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 calendar year.
Note: W-9 requests and 1099 filing will be coming from New York Medical Behavioral Health Services, P.C. for appointment payments as this is the legal entity that providers are paid from. W-9 requests and 1099 filing will be coming from TherapyMatch, Inc. for incentive/bonus payments.
Filing taxes with a Single-Member LLC (SMLLC)
If you are a single-member LLC that is disregarded as an entity separate from its owner, enter the owner’s SSN (or EIN, if the owner has one). If the LLC is classified as a corporation or partnership, enter the entity’s EIN (see IRS Form W-9 Part 1 instructions for further information). As a result 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.
If you're a sole proprietor and you have an EIN, you may enter either your SSN or EIN when prompted for your SSN.
For any additional questions on this, we recommend that you speak to a tax advisor.
W-9 collection
For individual providers and group practice owners / administrators
W9s are collected through Stripe, the third-party payment processor we use to manage your payouts, during onboarding.
You'll have 2 weeks to complete the W-9 during onboarding. If it is not completed by the deadline, you won’t be able to confirm sessions until it has been completed and electronically signed. As soon as you complete the steps outlined above, you'll be able to confirm sessions again.
To fill out and electronically sign your W-9 for the first time
- Log into Sigmund, where you'll be prompted to fill out and electronically sign your W-9 form
- In the pop-up, click Complete on Stripe
- Complete the W-9 in the Stripe page
To update your W-9
- Got to your billing page
- On the billing page, click Manage billing account
- You’ll be taken to your personal details page powered by Stripe
- Select Edit to update W-8/W-9 certification
- Complete updates and submit
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 will send out 1099s to all eligible providers regardless of entity type because they are informational forms only. While corporations are not required to be issued 1099s, they are allowed to receive them.
Please note:
- 1099s are sent by January 31 to the email connected to your Headway account, directly from Track1099.
- If you opted out of electronic delivery, a physical copy will be sent to the address provided on your W-9.
- 1099s will show a sender of New York Medical Behavioral Health Services, not Headway – this is not a mistake.
- Mailed 1099s will take about 14 business days to arrive and are being sent by USPS. Note that there may be additional delays due to the mailing system.
Accessing 1099s
Headway uses Track1099 to file the appropriate tax forms to the IRS (most commonly Form 1099-NEC). Track1099 is an IRS authorized e-filing and compliance platform.
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 instructions are provided in the delivery email on how to access the form.
Please note that the log-in form will lock after two incorrect log-in attempts have been made. If this occurs, you'll need to you will need to open a support ticket so our team can assist in unlocking your account.
If you received a blank 1099, 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
Tax information includes: Name of Business, Address, & Employer Identification Number (EIN)/Social Security Number (SSN). This information should be provided via IRS Form W-9 to Headway.
If the tax information is incorrect on the 1099 received from Headway, please reach out to our team and provide a new and updated pdf W-9. You will then be asked to correct the information directly in Stripe to ensure future 1099s are issued correctly. Examples of reasons to change: (1) Business has moved addresses, (2) I provided my individual tax information when in fact I run my practice through a business entity (SMLLC, S-Corp, C-Corp, etc.), (3) I legally changed the name of my business.
No, a W-9 is only provided to the payer requesting it (i.e., Headway) and is not filed with the IRS.
You can expect to receive a 1099 to the email address associated with your Headway account by mid January.
If you have opted out of electronic delivery from Headway, a physical copy will be sent to the address provided on your W-9.
If Headway has paid your practice at least $600 (excluding the welcome/referral bonuses) in 2025, then you will be receiving a 1099-NEC. Kindly note, the $600 minimum does not include sessions that may have occurred in 2025 but are scheduled for payout in 2025.
If Headway has paid you $600 or more in incentives/bonuses, then you will be receiving a 1099-MISC.
Please reach out to our support team via our virtual assistant, and include your practice's full name.
1099-Ks are automatically issued by online payment processors if you receive $600 or more for incentives/bonuses from Headway (ex., Paypal). 1099-MISCs are issued by Headway if you receive $600 or more outside of an online payment processor for incentives/bonuses (ex., Tremendous or Gift Cards). 1099-NECs are issued by Headway if you receive $600 or more outside of an online payment processor for appointment payments (ex. Check, Direct Deposit, Stripe).
If you believe you have erroneously received a 1099-K,1099-MISC, or 1099-NEC for the same income, please reach out to our support team.
If you received less than $600 in appointment payments during 2025 this is not a mistake.
If you received more than $600 in appointment payments during 2025, and did not receive a 1099, reach out to our support team and include your practice's full name.
U.S. tax rules require Headway to obtain taxpayer information from every provider on our platform. If you do not provide us with taxpayer information, then Headway may pause your calendar abilities and prohibit further sessions until the W-9 is received.
See the section above: Filing taxes with a Single-Member LLC (SMLLC).
Disclaimer
Headway cannot provide tax advice. We recommend connecting with a tax consultant for any tax related questions.