Trader Document Upload Guide

Complete Guide for Document Upload Feature

Last updated: August 20, 2025

📋 Table of Contents

📖 Overview

The Trader Document Upload System allows traders to upload their tax documents (W9 forms) and identification documents (Photo IDs) to complete their account verification. This guide explains how to use the system effectively.

💡 Quick Start: Login to your trader account → Navigate to "Documents" → Click "Documents" to open the Document Center

🚀 Getting Started

Accessing the Document Center

  1. Login to your trader account
  2. Navigate to the "Documents" section in the sidebar
  3. Click on "Documents" to open the Document Center

🎯 What You'll Find

  • W9 Form Download: Get the official tax form
  • Upload Documents: Submit your completed forms
  • My Documents: View and manage your uploads

⚡ Main Features

📄 1. W9 Form Download

Location: Top section of the Document Center

Purpose: Download the official W9 tax form

Instructions:
  1. Click the "Download W9 Form" button or download directly from the official IRS website
  2. Complete all required fields on the form
  3. Sign and date the form
  4. Save as PDF before uploading
💡 Official Source: For the most up-to-date W9 form, you can also download it directly from the official IRS website which will open in a new tab.

📤 2. Document Upload

Upload Tab contains two main sections:

W9 Form Upload
  • Purpose: Upload completed W9 tax forms
  • Accepted Formats: PDF files only
  • File Size Limit: Maximum 10MB per file
Photo ID Upload
  • Purpose: Upload government-issued identification
  • Accepted Formats: JPEG, PNG, JPG, HEIC, HEIF
  • File Size Limit: Maximum 10MB per file

📤 Upload Process

How to Upload Documents

1Single File Upload
  1. Click "browse" in the upload area
  2. Select your file from your computer
  3. Review the file details shown
  4. Click "Upload [Document Type]" button
  5. Wait for upload to complete
2Multiple File Upload
  1. Hold Ctrl (Windows) or Cmd (Mac) while clicking
  2. Select multiple files at once
  3. Review all selected files in the list
  4. Click "Upload [Document Type]" button
  5. Wait for all files to upload
3Drag and Drop
  1. Open your file explorer/finder
  2. Select one or multiple files
  3. Drag files over the upload area
  4. Drop files when the area highlights
  5. Click "Upload [Document Type]" button

Upload Process Details

Before Upload
  • File Validation: System checks file size and type
  • Error Messages: Invalid files show specific errors
  • File Preview: See selected files with names and sizes
During Upload
  • Progress Bar: Shows upload progress (0-100%)
  • Loading State: Button shows "Uploading..." with spinner
  • No Cancellation: Upload cannot be stopped once started
After Upload
  • Success Message: Toast notification confirms upload
  • File Count: Shows how many files were uploaded
  • Auto-Refresh: Document list updates automatically

📁 Document Management

My Documents Tab

The "My Documents" tab shows all your uploaded documents:

W9 Forms Section
  • Count: Shows number of uploaded W9 forms
  • Status: Pending, Approved, or Rejected badges
  • Actions: View or delete individual documents
Photo ID Section
  • Count: Shows number of uploaded Photo IDs
  • Status: Pending, Approved, or Rejected badges
  • Actions: View or delete individual documents

📊 Status Indicators

Document Status

  • Pending: Document uploaded, awaiting review
  • Approved: Document verified and accepted
  • Rejected: Document needs to be re-uploaded

Upload Status

  • Uploading: Files are being uploaded
  • Success: Upload completed successfully
  • Error: Upload failed (see error message)

✅ Best Practices

File Preparation

W9 Forms:
  • Use the official form from the download link
  • Fill out all required fields completely
  • Sign and date the form
  • Save as PDF format
  • Ensure filename contains "W9"
Photo IDs:
  • Use a government-issued ID
  • Ensure all text is clearly readable
  • Take photo in good lighting
  • Avoid shadows and glare
  • Use high resolution if possible

Upload Tips

  • Check File Size: Ensure files are under 10MB
  • Verify File Type: Use supported formats only
  • Multiple Files: Upload related documents together
  • Network: Ensure stable internet connection
  • Patience: Large files may take longer to upload

🔧 Troubleshooting

Common Issues

"File too large" Error
  • Solution: Compress the file or use a smaller version
  • Limit: Maximum 10MB per file
"Invalid file type" Error
  • W9 Forms: Must be PDF format
  • Photo IDs: Must be image format (JPEG, PNG, etc.)
"Upload failed" Error
  • Check: Internet connection
  • Try: Uploading one file at a time
  • Contact: Support if problem persists
"Permission denied" Error
  • Cause: Account doesn't have upload permissions
  • Solution: Contact your account administrator

Getting Help

  • Error Messages: Read the specific error message
  • File Requirements: Check the requirements section
  • Support: Contact technical support if issues persist

🔒 Security Notes

Data Protection

  • Secure Upload: All uploads use encrypted connections
  • File Storage: Documents are stored securely
  • Access Control: Only authorized users can view documents

Privacy

  • Personal Information: Handle documents containing personal data carefully
  • Secure Transmission: Files are encrypted during upload
  • Access Logs: Upload activity may be logged for security

💻 System Requirements

Browser Compatibility

  • Chrome: Version 60 or higher
  • Firefox: Version 55 or higher
  • Safari: Version 12 or higher
  • Edge: Version 79 or higher

File Support

  • W9 Forms: PDF files only
  • Photo IDs: JPEG, PNG, JPG, HEIC, HEIF formats
  • File Size: Maximum 10MB per file
  • Multiple Files: Up to 10 files per upload