Entity Details
Legal name, DBA, entity type, state and date of formation; ties to official registration records and tax filings.
Properly completed ICIQ forms reduce onboarding delays, limit compliance risk, and create a single source of truth for contracting and tax purposes. Accurate information supports correct payee identification, avoids backup withholding triggers, and shortens review cycles for legal and procurement teams.
Organizations and teams that need verified business data before contracting, payment, or regulatory reporting typically use the Business ICIQ Document.
The completed ICIQ becomes part of the company file used for audits, tax reporting, and ongoing vendor monitoring.
Legal name, DBA, entity type, state and date of formation; ties to official registration records and tax filings.
Federal EIN or SSN, backup withholding status, and W-9 request confirmation for accurate IRS reporting.
List of owners or controlling parties with percentage ownership to support KYC and beneficial ownership rules.
Names, titles, and specimen signatures for individuals permitted to bind the entity; include delegation documents if applicable.
Bank routing and account numbers, payment method preferences, and remittance contact details.
Articles of incorporation, formation certificates, operating agreement excerpts, government IDs, and W-9 or equivalent.
| Field | Configuration |
|---|---|
| Required fields | Mark legal name, EIN, signer, and effective date as mandatory. |
| Conditional routing | Route to compliance review when beneficial ownership exceeds threshold. |
| Authentication | Use email+SMS or identity verification for high-risk vendors. |
| Archival | Automatically store completed PDF and metadata in records system. |
Select a platform that supports required authentication, audit trails, and file formats before sending the ICIQ.
Ensure the chosen platform supports audit trails, optional notarization, and records export for compliance and long-term retention.
Optica used the ICIQ to standardize vendor onboarding and reduce missing fields on contracts
A property management firm used the ICIQ for contractor setup and payment onboarding
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies | Varies | Varies | Varies |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies | Varies | Varies |
Provide upon payer request; required before certain payments
Jan 31 reporting to recipients and IRS
Recipient Jan 31; IRS Feb 28 (paper)/Mar 31 (electronic)
April 15 filing deadline (extensions available)
Keep for 3 years after hire or 1 year after termination
Initiator sends the ICIQ to the respondent for completion.
Respondent attaches formation records, ID, and W-9 or equivalent.
Compliance verifies EIN, ownership, and signer authority.
Final signed PDF and audit trail stored in records system.
The CFO or other authorized officer signs to confirm tax and banking details on behalf of the company and accepts payment terms; attach a resolution if signing authority is delegated.
AP or vendor operations personnel supply remittance details and contact information, and they coordinate any follow-up required to complete onboarding.