This guide walks you through the steps for adding and managing customer tax exemptions in Kintsugi. Keeping these records up-to-date helps ensure accurate tax calculations and smooth compliance with state requirements.
Step 1: Prepare your Customer Exemption Spreadsheet
Before adding exemptions, gather the necessary information. A well-organized spreadsheet will make the process faster and easier.
Make sure your spreadsheet includes:
Customer name
Contact email
Exemption type
Exemption expiration date (if applicable)
State of operation
FEIN and Sales Tax ID number (if available)
Exemption certificate (if available)
If you don’t yet have a certificate, we recommend requesting one from your customer. This document is important for audit readiness.
Step 2: Locate the Customer in Kintsugi
Log in to your Kintsugi account.
Navigate to the Customers tab.
Use the search bar to find a customer by email or name.
Click on the customer to open their profile
Confirm the customer's state of operation before adding an exemption.
Step 3: Add a Tax Exemption
In the customer profile, click Add Exemption.
Complete the displayed form
Enter the following required exemption details (refer to your Customer Exemption Spreadsheet)
State: Select the state from the dropdown.
Start Date: Use 01/01/2024 as a default if not specified, or enter the actual start date if available.
End Date: Enter the expiration date from the spreadsheet. If no specific expiration date is provided, set it at least five years in the future. For exemptions that are in perpetuity, start/end date may not be necessary.
FEIN and Sales Tax ID: Customer exemption identifiers (FEIN & Sales Tax ID) are optional if no certificate is uploaded. They can be used as alternative proof of exemption. Enter "N/A" if no certificate or identifiers exist.
Exemption Certificate: Upload if available. If not, ensure you have valid documentation or proof of exempt status. You can also verify nonprofit exemptions through the IRS Exempt Organization Search
b. Click Save to apply the exemption.
3. A confirmation message will appear on the screen.
Step 4: Review and Repeat
Confirm the exemption is saved and accurately reflects your customer’s status.
Repeat the steps for each customer in your spreadsheet.
Step 5: Managing Existing Exemptions
To update or remove exemptions:
Go to the customer’s profile.
Click the three dots next to the exemption.
Choose Edit, Download, or Deactivate as needed.
Best Practices & Compliance Tips
Use Actual Dates When Available: Especially important if you're using Kintsugi's Bi-directional Integration, which automatically checks for valid exemption periods.
Keep Certificates On File: In the event of a state audit, these documents are essential. Missing certificates can put your business at risk.
Customer Responsibility: Ultimately, customers are responsible for proving their exempt status. Make sure they provide the required information to avoid potential tax liabilities. Kintsugi recommends keeping these records on file to streamline compliance processes.
Coming Soon: Never-Expiring Exemptions
We’re working on a feature that will allow you to mark exemptions as never expiring. Until then, if your customer has a long-term or permanent exemption, set the expiration date far into the future (5+ years).
For further concerns, we're always here to help. If you can't find the answer you're looking for, please reach out to us using the chat bubble in the bottom right corner.