Key Takeaways
- Your US LLC provides a W-9 to US clients who pay you $600+ per year (they need it for 1099 reporting)
- The W-8BEN is for foreign individuals — if you have a US LLC, you typically provide a W-9 from the LLC, not a W-8BEN from yourself
- The W-8BEN-E is used by foreign entities (not your US LLC, which is a domestic entity)
- Always provide your LLC's EIN on the W-9, not your personal SSN or ITIN
- If a client asks for "a W-9 or W-8BEN," they almost certainly need a W-9 from your US LLC
- Keep a signed W-9 on file so you can send it immediately when clients request it
Table of Contents
If you run a US LLC as a non-resident, you've probably been asked to provide "a W-9 or W-8BEN" by a client or payment platform. The confusion is understandable: you are a foreign person, but your LLC is a US domestic entity. So which form applies?
This guide gives you a clear, simple answer — plus practical guidance on how to fill out the correct form.
The Simple Answer
Your US LLC provides a W-9. Period.
Even though you, the owner, are a non-US resident, the LLC itself is a domestic US entity. When a client or platform asks for tax documentation from your LLC, the correct form is the W-9.
Here's the quick reference:
| Entity | Form | When Used |
|---|---|---|
| Your US LLC | W-9 | When US clients need your tax info for 1099 reporting |
| You, as a foreign individual | W-8BEN | When YOU (not the LLC) receive US-source income directly |
| A foreign company (not your US LLC) | W-8BEN-E | When a non-US entity certifies foreign status |
What Is a W-9?
The W-9 (Request for Taxpayer Identification Number and Certification) is a form that US entities provide to payers who need to report payments to the IRS. When a US client pays your LLC $600 or more in a calendar year, they must report it on Form 1099-NEC. To prepare the 1099, they need your LLC's name and EIN — which they collect via the W-9.
When You'll Be Asked for a W-9
- A new US client onboards your LLC as a vendor
- A client's accounts payable department processes your first invoice
- A payment platform (Stripe, PayPal) verifies your US entity
- At the beginning of a new calendar year (clients updating vendor records)
How to Fill Out the W-9 for Your LLC
- Line 1 (Name) — Your LLC's full legal name (e.g., "Acme Consulting LLC")
- Line 2 (Business name) — Your personal name or DBA, if different from Line 1
- Line 3 (Federal tax classification) — Check "Limited liability company" and enter the letter for your tax classification. For a single-member LLC (disregarded entity), enter "C" (treated as sole proprietorship for tax purposes)
- Line 5-6 (Address) — Your LLC's US business address
- Part I (TIN) — Your LLC's EIN (Employer Identification Number). Do NOT use your personal SSN or ITIN.
- Part II (Certification) — Sign and date
Pro Tip
Fill out a W-9 once and save it as a PDF. When clients request it, you can send it immediately instead of scrambling to fill it out each time. Update it only if your LLC information changes.
What Is a W-8BEN?
The W-8BEN (Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding and Reporting — Individuals) is used by foreign individuals to certify their non-US status. It tells a US payer: "I am not a US person, and here is my status for withholding purposes."
When the W-8BEN Applies to You Personally
The W-8BEN applies to you as an individual in situations where you (not your LLC) directly receive US-source income. For example:
- You earn interest from a US bank account in your personal name
- You receive dividends from US stocks held personally
- A US company pays you personally (not through your LLC) for services
If all your business income flows through your US LLC, you typically don't need a W-8BEN. The LLC handles everything with its W-9.
What About W-8BEN-E?
The W-8BEN-E is the entity version — used by foreign companies to certify their non-US status. Since your LLC is a US domestic entity, the W-8BEN-E does not apply to it.
You might encounter the W-8BEN-E if:
- You have a company in your home country that does business with US entities
- A US platform asks a non-US company for tax documentation
Common Scenarios and Which Form to Use
| Scenario | Form | Notes |
|---|---|---|
| US client asks your LLC for tax info | W-9 | Use LLC name and EIN |
| Stripe verifies your US LLC | W-9 | Provide EIN |
| Upwork asks for your tax form | W-9 (if LLC) or W-8BEN (if personal) | Depends on your account setup |
| US bank opens LLC account | W-9 | Standard for all US business accounts |
| Non-US company pays you personally | W-8BEN | Only if not going through your LLC |
| You personally invest in US stocks | W-8BEN | For brokerage account setup |
Professional Invoices with All Required Tax Fields
Velora includes your EIN and LLC details on every invoice automatically — so your clients have the tax information they need without requesting additional forms.
Try Velora FreeCommon Mistakes with W-9 and W-8BEN
- Providing a W-8BEN when a W-9 is needed — If the entity being paid is your US LLC, always provide a W-9. The W-8BEN is for you personally, not your LLC.
- Using your personal SSN/ITIN instead of the LLC's EIN — Always use the LLC's EIN on the W-9. Your personal tax ID should not appear on LLC documents.
- Wrong tax classification on the W-9 — A single-member LLC is typically classified as "C" (disregarded entity). Don't check "Individual/sole proprietor" unless you're filing as yourself.
- Not having a W-9 ready — Clients who need a W-9 need it before they can pay you. Having to scramble delays your first payment.
- Confusing W-8BEN and W-8BEN-E — W-8BEN is for individuals, W-8BEN-E is for entities. Your US LLC uses neither.
Conclusion: Your US LLC Uses a W-9
The rule is simple: your US LLC provides a W-9 to anyone who asks for tax documentation. Use your LLC's legal name and EIN. The W-8BEN only comes into play if you, personally (not through the LLC), receive US-source income. Keep a completed W-9 saved as a PDF, and you'll be able to respond to client requests instantly — removing one more friction point from your invoicing workflow.
Frequently Asked Questions
- Does my US LLC use a W-9 or W-8BEN?
- Your US LLC uses a W-9. The W-9 is for US persons and entities, including US LLCs. Even if you, the owner, are a non-resident, the LLC itself is a US domestic entity and provides a W-9. The W-8BEN is for foreign individuals; the W-8BEN-E is for foreign entities. Neither applies to your US LLC when it invoices US clients.
- When will a client ask for my W-9?
- US-based clients who pay your LLC $600 or more in a calendar year are required to report those payments to the IRS via Form 1099-NEC. To prepare this form, they need your LLC's name and EIN — which they collect via the W-9. Expect the request before your first payment or at the beginning of each calendar year.
- Should I put my personal information or my LLC information on the W-9?
- Use your LLC information. Line 1 should be your LLC's full legal name. Line 2 can be your personal name or DBA. For the tax classification, check "Limited liability company" and enter the tax classification letter (typically "C" for disregarded entity treated as a sole proprietorship). Use your LLC's EIN, not your personal SSN or ITIN.
- Do international clients ask for a W-9?
- Usually not. The W-9 is a US tax form primarily needed by US clients for 1099 reporting. International clients typically just need your invoice with your LLC name and EIN. However, some multinational companies with US operations may request a W-9 from any vendor, regardless of location.
- What is a W-8BEN-E and does my LLC need one?
- The W-8BEN-E is the "Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities)." It's used by FOREIGN entities to certify their non-US status. Since your LLC is a US domestic entity, you do NOT use a W-8BEN-E. If a payment platform asks for one, select W-9 instead and provide your LLC's EIN.
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