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Exemption Certificate Management (ECM)

Learn how to use Numeral’s Exemption Certificate Management (ECM) tool to upload, track, and manage exemption certificates, monitor certificate health, and automate renewal reminders for your customers.

Written by Sadie Rudiger
Updated this week

Managing exemption certificates can be a headache, but it doesn’t have to be. Numeral’s new Exemption Certificate Management (ECM) product makes it simple, automated, and reliable, helping your team stay compliant, save time, and keep sales moving. Log into your dashboard and visit the Exemptions tab to get started today.

Why ECM Matters

Exemption certificates aren’t just paperwork, they’re critical to staying compliant and avoiding unnecessary financial risk. Here’s why Numeral clients love ECM:

  1. Eliminate Audit Risk
    Missing, expired, or invalid certificates during an audit can lead to penalties, interest, and massive tax liabilities. ECM ensures your certificates are valid and up to date, protecting your business.

  2. Save Time & Improve Efficiency
    Manually requesting, tracking, and validating certificates is slow and prone to errors. Numeral's ECM product completely automates these workflows for you.

  3. Simplified Compliance in One Platform
    Numeral isn’t just ECM, we provide a full compliance platform: exposure monitoring, filings, calculations, and certificate management in one place.

  4. Faster Sales Cycles
    Don’t let compliance block revenue. With ECM, your sales team can close big deals with confidence that compliance roadblocks are resolved automatically.

What Makes Numeral ECM Industry-Leading

Our ECM product is powered by a combination of AI, automated workflows, and intuitive user experiences, designed to make certificate management painless:

  • AI-Powered Document Processing
    Upload your certificates and let Numeral do the heavy lifting. Large PDFs are split, filtered, classified, and validated against state portals automatically. Just drop your files in, and we do the rest with automatic customer mapping.

  • Automatic Certificate Renewal Campaigns
    Your customers receive notifications up to 90 days before their certificates expire, prompting them to resubmit their updated documents. Preventing any gaps in coverage.

  • Bespoke Customer Portal
    Each customer accesses their documents and tasks via a unique portal, giving them full control over their documents and business information.

  • Bulk Uploads
    Getting started has never been easier. Numeral ECM supports bulk uploads for both customer information and certificate files. With direct integrations for NetSuite, Shopify, Stripe, and QuickBooks.

  • Customer Linking
    If you sell across multiple channels, link customers in a single relationship, so one certificate covers all purchases across all platforms.

  • Compliance Dashboards
    See your organization’s certificate health at a glance, both at the customer and certificate levels. Saving you time by focusing on what matters most.

  • Certificate Type Manager
    With 470+ unique exemption certificate types in the U.S., Numeral ECM allows for precise classification and accuracy across your exemption types.

How ECM Works in Practice

  1. Upload Certificates – Single or bulk uploads supported. Drag & drop, link from Google Drive, or use CSV templates.

  2. Automatic AI Processing – Certificates are split, filtered, classified, and matched to the correct customer.

  3. Monitor & Manage – Use the Exemptions Overview dashboard to track certificate health and compliance status.

  4. Renew & Update – Automated campaigns preempt customers to update expiring certificates, preventing any gaps in coverage.

Note: High-risk certificate uploads receive a manual review to ensure the highest possible compliance, which can cause some delays between when a document is uploaded and a certificate is created in the system.

Quick How-To Guide: Getting Started with ECM

Step 1: Upload Exempt Customer Information

  • Navigate to the Exemptions tab in your Numeral dashboard.

  • Configure integrations (NetSuite, Shopify, Stripe, QuickBooks)

    • Or, bulk upload customer data by clicking the "+ Add" button on the Exemptions Overview page and following the prompts

  • Resolve any data validation or completeness issues before the next step

  • Review suggested customer linkages to prevent duplicates or cross-platform coverage gaps

Step 2: Upload Certificates

  • Navigate to the Exemptions tab in your Numeral dashboard.

  • Choose the most appropriate method for adding your certificates:

    • Select files or folders available on your device

    • Directly link a Google Drive folder to extract the files

    • Drag and drop files onto the overview page

  • Monitor the status of the uploads and resolve any errors or warnings.

Step 3: Monitor Certificate Processing

  • Certificates remain in Pending until they are approved.

  • Check Exemptions Overview to track overall status.

  • The Customer & Certificate Health Dashboard shows your compliance status at both customer and certificate levels.

  • Quickly spot expiring or missing certificates.

Step 4: Set Up Automatic Renewals

  • ECM automatically sends renewal requests to customers 90 days before certificate expiration.

  • Customers can manage submissions directly through their unique portal.

💬 Questions? If you do not see this option or have not yet used ECM, our team can enable it for you. Reach out to our team anytime via the messaging widget in your Numeral dashboard and we will be happy to answer questions and provide pricing details.

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