22-second walkthrough
One PDF. Five spreadsheet rows. One ZIP.
A real production workflow with a synthetic vendor form and a five-row Excel workbook: match all nine fields, review every PDF, and export one ZIP.
- 1Review nine PDF fields once
- 2Match 9/9 Excel headers
- 3Approve five and export ZIP
PDF mail merge, without Word
How to fill multiple PDF forms from Excel
Keep the original PDF layout. Put column names in the first spreadsheet row and one customer, employee, vendor, or case in each row below it. JustFill creates a separate PDF for every selected row.
- 1
Upload the original PDF
Use an AcroForm, a flat PDF, or a scan. JustFill detects the fields before the merge.
- 2
Import XLSX or CSV
Dates, leading zeros, percentages, booleans, and spreadsheet headers are preserved for mapping.
- 3
Check the column mapping
Matching headers map directly. Ambiguous columns can use AI-assisted mapping.
- 4
Review and export
Approve the records you want and download individual filled PDFs in one ZIP.
Sample input
One authorized vendor row becomes one W-9 draft PDF
| Legal Name | Tax Classification | City, State, ZIP |
|---|---|---|
| Northwind Industrial Supply LLC | LLC (C Corp) | Austin, TX 78701 |
| Jordan Lee Consulting Inc | S Corporation | Philadelphia, PA 19103 |
| Elena Rostova | Individual / Sole proprietor | San Francisco, CA 94107 |
Open the official W-9 PDF
Upload the current IRS Form W-9 (Rev. March 2024) PDF and verify the detected text fields and tax-classification checkboxes.
Import your vendor CSV or XLSX
Map legal name, business/disregarded entity name, tax classification, address, requester details, and account numbers.
Review drafts and download ZIP
Inspect each generated W-9 PDF draft before downloading the ZIP for your signature and collection workflow.
Where it fits
Built for AP teams, vendor onboarding, and multi-entity bookkeeping.
Use JustFill when you already hold approved vendor or client master data in Excel or an ERP export and want to prepare clean, pre-populated Form W-9 drafts ready for taxpayer review and signature.
Simple pricing
Test with five synthetic vendor rows before importing your vendor list.
Download the ready-to-use W-9 CSV template or try the 5-row guided sample. Your first AI column match is free; Starter ($19/mo), Pro ($49/mo), and Business ($99/mo) support 25, 100, and 500 vendors per batch.
Running larger spreadsheet batches? Get Pro — $49/month for up to 100 rows per batch (or Business at $99/month for up to 500 rows).
Starter
Recommended first workflow
- AI field detection for 250 new pages per month
- Reusable templates — refills use no detection pages
- Up to 25 PDFs per batch
- 125 clean output pages per month
- Clean, watermark-free ZIP exports
- CSV and XLSX spreadsheet imports
- Review every record before export
Paid workflow
Reuse the same W-9 mapping every onboarding cycle.
Save your reviewed W-9 layout once. Whenever new vendors or entities are added to your spreadsheet, import the updated CSV and generate fresh W-9 drafts in seconds.
Saved W-9 layout
Keep field placement and checkbox mappings ready for repeat vendor cohorts without re-running detection.
Inline spreadsheet editor
Add or fix vendor addresses, LLC tax codes, or account numbers directly in the browser table before export.
Clean ZIP or Interactive PDFs
Export flattened drafts or use a monthly plan to export interactive AcroForm PDFs so vendors can fill remaining fields and sign.
Guardrails
Draft preparation with human review.
Clear boundaries
JustFill prepares Form W-9 PDF drafts from authorized data you provide. It does not validate TINs with the IRS, certify backup withholding status, sign Part II, or file information returns.
Beyond manual uploads
Run the same PDF workflow from an AI agent or n8n.
The browser flow is the fastest way to validate a spreadsheet and PDF. Once the mapping works, the same JustFill account can expose PDF detection, filling, and saved templates through the hosted MCP endpoint.
Frequently asked questions
Can we leave the TIN or signature blank so the vendor completes it?
Yes. Many AP and bookkeeping teams pre-fill the known entity name, address, requester name, and account number from their ERP, then send the draft to the vendor to confirm their TIN and sign Part II.
Does JustFill support the Rev. March 2024 edition of IRS Form W-9?
Yes. You can upload the current Rev. March 2024 Form W-9 PDF (or load our verified blank from the W-9 form page) and map your CSV columns directly to it.
Should we put real SSNs or EINs in a test spreadsheet?
Start with synthetic sample data (like our downloadable W-9 CSV template) to verify your column mapping first, and include only the fields your organization is authorized to process.
Does it work with scanned or flat PDFs?
Yes. JustFill detects field locations in fillable, flat, and scanned PDFs before mapping spreadsheet columns.
Does each spreadsheet row create a separate PDF?
Yes. The first row contains the Excel or CSV column names. Every selected data row becomes one reviewable PDF in the exported ZIP.
Is this the same as Word mail merge?
It uses the same one-row-per-document idea, but fills your existing PDF directly. You do not need to recreate the form in Word or convert the PDF first.
Can I review results before downloading?
Yes. Each spreadsheet row becomes a reviewable record. Approve the records you want before creating the ZIP.
Does JustFill email the generated PDFs?
Not in the current self-service batch. It creates individual PDFs and packages the approved files in a ZIP for download.
What happens to uploaded documents?
Transfers use TLS. Rendered page images are deleted within 7 days and source documents within 30 days unless you save the PDF as a reusable template.