Create an entity
On Entities, enter the name, a web address, the EIN and the tax year. The entity is ready at its own address, such as /hill-ortho.
1 Platform administrator: set up entities
Enable logins and password reset
Each entity has two switches: Logins lets its administrators sign in, and Forgot password shows the reset link on its sign-in page. One platform switch turns reset on or off everywhere.
Add the entity’s administrator
Give a name and email when you create the entity. They receive a link to choose their own password. You can open any entity yourself from the Entities table.
2 Entity administrator: invite, review, export
Invite employees
Sign in at your entity’s address. In Start with an email, fill in the Name and Email address fields for each employee, and use Add another employee for more. For a long list, use Bulk upload: download the CSV template, fill in Name, Email and (optionally) First day of employment, and upload it. Each employee receives a personal link to their form.
Track progress
Overview shows who has signed, who has started and who has not opened the form. Use Preview invite to see the email, copy the link or send it again.
Review and export
W-4 submissions opens each receipt with the filled PDF. Data & exports downloads a CSV for Excel or Google Sheets. Logins adds administrators and sends password links.
3 Employee: complete and sign
Open your personal link
The invitation email contains a link that belongs only to you. No password is needed. You can stop and return later; your answers are saved between steps.
Answer four short steps
The steps follow the official form: personal information, jobs and credits, other adjustments, then review. Totals such as Step 3 are calculated for you.
Sign and get your copy
Draw your signature or upload an image of it, then submit. Your signature is used only for the purpose of Form W-4. Your filled Form W-4 arrives by email as a PDF, and you can download it straight away.
Common questions
I forgot my administrator password.
Select Forgot your password? on your sign-in page. If the link is not shown, the option is switched off: ask another administrator to use Logins → Send password link.
My bulk upload was rejected.
Keep the template’s first row (Name,Email,First day of employment), save the file as CSV, and fix the row named in the message. Nothing is added until every row is valid, so you can upload the corrected file again without creating duplicates.
An employee did not get the invitation.
Open Employees → Preview invite, check the address and select Send invitation again, or copy the personal link and share it directly.
An employee needs to change a signed form.
Open their receipt and select Request a new W-4. They get a fresh link; the earlier form stays on record.
Which tax year does the form use?
The year is shown on every page of the form. This version includes 2026; later years such as 2027 are added by an application update, and the platform administrator then chooses the year for each entity.
Is our data kept when the application is updated?
Yes. Records and signed PDFs are stored separately from the application, and the database is backed up automatically before each update.