Producer Tax Setup: W-9s, TIN Verification and 1099-NEC

Zenoz pays commissions to its producers, the ISOs and sales agents who bring merchants to the platform. Because Zenoz is the payer, US tax rules require it to hold a signed Form W-9 for every producer it pays, to check the name and Taxpayer Identification Number (TIN) on it against IRS records, and to report what it paid each year on Form 1099-NEC.

This guide explains what that means for you as a producer, and for tenants who manage ISOs and agents.

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The short version

Sign your W-9 when Zenoz emails you. Until your W-9 is signed and your name and TIN are verified, your commissions keep accruing but are held. Nothing you are owed is ever forfeited.

Who gets paid: ISO or agent

Each ISO has a pay mode that decides who Zenoz pays for an agent's commissions:

Agents who don't sit under an ISO are always paid directly and always need their own W-9.

Pay mode is set by Zenoz. A change only applies from its effective date forward: commissions already paid keep the payee they were paid to, which is also how they are reported at year end. When an ISO switches to Zenoz pays agents directly, its agents are each sent a W-9 request automatically.

How W-9 collection works

1. You're activated. As soon as an ISO is set up or an agent accepts their invitation, you can start working. You don't wait for tax paperwork.
2. You receive a W-9 request by email. It contains a single-use link to a secure Zenoz page. The link expires after 30 days. A new one is sent if you haven't finished by then.
3. You verify your email. The page sends a one-time code to the same address the request went to.
4. You complete and sign the W-9. The form follows the current IRS Form W-9 (Rev. March 2024): legal name, business name, federal tax classification, exempt payee code if one applies, address, and your SSN or EIN. You sign by typing your name under the IRS certification.
5. Zenoz verifies your name and TIN with the IRS. Your status shows as being verified until the result comes back.
6. Payouts are released once the W-9 is signed and verified.

Your TIN is encrypted as soon as it reaches Zenoz. After you submit, it only ever appears as its last four digits.

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US persons only

Zenoz can currently pay only US persons (US citizens, US residents and US entities). If you answer No to the US person question, the form stops and nothing is stored. Contact your ISO or Zenoz support.

Reminders

If a request is still open, Zenoz sends reminders 3, 7 and 14 days after it was issued, and every 30 days after that, until you sign.

Why a payout is held

Commissions are held, never forfeited, whenever any of these is true. Zenoz checks them all at the moment a payout is made, and shows you every reason that applies, not just the first.

Your account status never holds a payout: deactivated producers are still paid what they are owed. Zenoz also does not backup-withhold from producer commissions. If something needs fixing, the payout is held in full and released in full once it's fixed.

If your name and TIN don't match

The most common cause is a name that doesn't exactly match IRS records, for example a business name on line 1 instead of the name the TIN is registered to, or a recent name change the IRS hasn't recorded.

• Mismatch at verification. Zenoz emails you a new W-9 link. Check that line 1 is exactly the name on your tax return or IRS EIN notice, and that the TIN is correct, then sign again. The new W-9 replaces the old one.
• IRS notice (CP2100 / CP2100A). If the IRS sends Zenoz a notice listing your account, Zenoz emails you a notice of the mismatch with a link to provide a corrected W-9. Please respond promptly: IRS rules set deadlines for this process. The notice is closed once your corrected W-9 is verified.

Year-end: Form 1099-NEC

Each January, Zenoz issues a Form 1099-NEC to every producer it paid at or above the IRS reporting threshold in the previous calendar year, and files it with the IRS.

• The amount is what Zenoz actually paid you during the year, not what you earned or what was still held.
• The threshold is $2,000 for payments made in 2026, and is adjusted for inflation from 2027.
• Payees classified as a C corporation or S corporation on their W-9 are generally exempt and don't receive a 1099-NEC.
• The form uses the details from your current, verified W-9, so keep it up to date.

For tenants managing ISOs and agents

• Your ISOs and agents receive W-9 requests automatically; you don't need to collect paperwork yourself.
• Agents can start selling right away. Only their payouts wait on the W-9.
• If an ISO or agent says they never received the email, ask them to check spam for a message about their W-9, then contact Zenoz support to have a new request sent.

Common questions

I can't find my W-9 email. What now? Contact your ISO or Zenoz support. A new request can be sent at any time; it replaces any earlier link.

Can my ISO fill in my W-9 for me? No. The W-9 must be signed by you, and the link only works after a code is sent to your own email address.

I changed my business structure or name. Ask for a new W-9 request and sign it with the new details. It replaces the old one.

Will I lose commissions while my W-9 is pending? No. Commissions keep accruing and are paid once your W-9 is signed and verified.

Is this tax advice? No. If you're unsure how to complete your W-9, see the IRS instructions for Form W-9 or ask a tax professional.