Please note that these updated Supplemental Terms will apply to your Avalara Service upon any renewal, upgrade, or additional Service purchase made on or after January 1, 2020.

CertCapture Supplemental Terms

Last updated January 1, 2020.

These Avalara CertCapture Supplemental Terms (“CertCapture Terms”) govern Customer’s use of Avalara’s compliance document management Services (“Compliance Document Management Services”), including the CertCapture Service. These CertCapture Terms are in addition to, and incorporate by reference, the Avalara Service Terms and Conditions available at https://www.avalara.com/legal/terms (the “Terms”). Any capitalized terms used in these CertCapture Terms and not defined shall have the meaning given in the Terms.

  1. Definitions.

  2. “CertCapture Service” means the Service for the storage and management of tax exemption certificates.

    “Compliance Document Management Service”
    means the Services for the storage and management of compliance documents, including the CertCapture Service, the ExciseCapture Service, and the VendorCapture Service.

    “ExciseCapture Service” means the Service for the storage and management of excise licenses and IDs.

    “VendorCapture Service”
    means the Service for the storage and management of federal withholding forms.

    “Certificate” means any compliance document image, such as a tax exemption certificate, excise license, or federal withholding form, that is entered, uploaded, or otherwise recorded in a Compliance Document Management Service for use in a single jurisdiction. “Certificate” is further described in Section 2 below.

  3. Certificate Calculations. Fees for usage of the Compliance Document Management Service are based on the number of Certificates recorded or altered in the Service by Customer. The number of Certificates counted for purposes of calculating usage of the Compliance Document Service will be the maximum number of Certificates stored in the System at any point in time during a Subscription Term. If a single compliance document image is used to satisfy Customer’s compliance obligations in multiple jurisdictions, each of the jurisdictions where the Certificate is used will count as one Certificate (for example, one document image used in five states will count as five Certificates for purposes of calculating usage).

  4. Service Availability. The CertCapture Service has limited planned downtime. Any planned downtime will be scheduled with at least 7 days’ notice and scheduled at a time that is intended to minimize impact to Customers.

  5. Fees and Billing.

    1. Fees. Customer shall pay the fees set forth in the Order Document signed by the Customer.

    2. Automatic Upgrades and Overages. Customer may choose one of two options if that Customer exceeds the usage tier for Certificates set forth in its Order Document: either payment of a per-Certificate overage charge or automatic upgrade to the next subscription tier. At any time prior to exceeding the number of Certificates in Customer’s purchased subscription tier, Customer may change the selected option, but the default choice will be the overage option unless the automatic upgrade option has been specified by Customer. Overage fees for the Initial Subscription Term will be charged at the rate specified in the Order Document, and in any Renewal Subscription Term, Avalara’s then-current overage rates will apply.

    3. Billing. Avalara will invoice and Customer shall pay (i) any one-time fees for Professional Services at the beginning of the Initial Subscription Term, and (ii) any annual fees at the beginning of the Initial Subscription Term and each Renewal Subscription Term.
       
  6. Other Services. Customer may purchase the following services:

    1. Activation. Avalara will provide support to Customer through the initial setup of Customer’s Account.

    2. CertCapture Single Sign-On. “CertCapture Single Sign-On” permits Customer’s Authorized Users to access the Compliance Document Management Service using a web-based single sign-on service, eliminating the need for application-specific passwords. CertCapture Single Sign-On integration with the Service uses the SAML 2.0 standard. SAML 2.0 is not compatible with previous versions of the SAML protocol, and SAML 1.0 and 1.1 are not supported.

    3. Customer Data File Exchange. “Customer Data File Exchange” enables secure file upload and import between a client application and the Compliance Document Management Service through a secure FTP site. Avalara charges a separate fee for each application that integrates into Customer Data File Exchange.

    4. Exemption Data File Exchange. “Exemption Data File Exchange” enables secure file extract and download between a client application and the Compliance Document Management Service through a secure FTP site. Avalara charges a separate fee for each application that integrates into Exemption Data File Exchange.

    5. CertCapture REST API for Import. The “CertCapture REST API for Import” allows Customers to automatically import Customer Data using the specifications set forth at http://docs.certcapture6xrest.apiary.io/. Avalara charges a separate fee for each application that integrates into the CertCapture REST API for Import.

    6. CertCapture REST API for Export. The “CertCapture REST API for Export” allows Customers to automatically retrieve exemption data using the specifications set forth at http://docs.certcapture6xrest.apiary.io/. Avalara charges a separate fee for each application that integrates into the CertCapture REST API for Export.

    7. CertCapture for Retail. “CertCapture for Retail” allows Customer to enable their store associates and sales representatives to look up customer tax exemption status and allow their customers to digitally complete new certificates or upload already completed forms. Certificates can be auto-validated on completion and stored in CertCapture or submitted into CertCapture’s data entry area for validation. CertCapture for Retail also provides access to the CertCapture mobile scan app for digitizing paper exemption certificates and submitting into CertCapture for validation and storage.

    8. CertCapture Dedicated Server. With this module, Avalara provides a dedicated database server for Customer Data.

    9. CertCapture for eCommerce. “CertCapture for eCommerce” integrates with an existing digital storefront or order management software to create new exemption certificates with online validation. Certificates can be automatically validated on completion and stored in CertCapture or submitted into CertCapture’s data entry area for validation.

    10. Recurring Managed Services. Customer may purchase a subscription for the CertCapture Service that includes Recurring Managed Services for up to 15% of the number of Certificates in the purchased subscription tier. “Recurring Managed Services” means Avalara’s certificate validation service and customer contact campaign service offered in connection with the Compliance Document Management Service. The specific obligations and requirements for the Recurring Managed Services are set forth in Sections 22 (Avalara CertCapture Validation) and 23 (CertCapture Campaigns) of the Avalara Statement of Work for Professional Services located at https://www.avalara.com/legal/professional-services-esow. For clarity, Recurring Managed Services are subject to the Terms.
       
  7. Avalara Compliance Document Network. For the purpose of facilitating easier and more accurate sharing of compliance documents between sellers, buyers, and other participants in Avalara’s compliance document management system (“Network Participants”), Avalara may create a directory listing for Customer that includes Customer’s identifying information (for example, name, address, and business category) to be shared with other Network Participants. If Customer wishes to opt out of participating in the Avalara compliance document network, Customer may do so by emailing legal@avalara.com.