Compliance documents
Manage the documents you need to maintain tax compliance as you scale your business
Benefits of Avalara compliance document management
Improve customer experience
Create a better purchase experience for your customers with fewer headaches for your team
Collect and apply certificates at the point of sale, regardless of whether your customers purchase in person, over the phone, or online
Streamline certificate collection to speed up transaction times
Improve cash flow by reducing tax calculation errors that can result in rebilling and delayed orders
Upload certificates online or by taking a photo in the mobile app
Automatically apply exemptions when a valid certificate is on file, reducing credits and rebills
Enable customers to upload existing certificates or submit information to generate a new one
Meet compliance requirements
Maintain records and access them easily from different finance and ecommerce systems
Keep up with new collection requirements due to remote employees, drop shipping, inventory storage, and economic thresholds, which can be triggered by exempt sales in some states
Manage a secure, centralized document repository to access for future purchases, generate reports, and reference during audits
Get alerts when documents are expiring and automatically generate renewal request emails
Confirm certificates are valid at the point of collection without expending additional resources
Provide read-only access to business departments, sales teams, partners, and external auditors
Increase resource efficiency
Manage compliance as you scale, with flexibility for your team and your changing tech stack
Keep all required documents up to date in a centrally managed location, accessible to multiple departments and business systems
Provide secure document access to remote employees
Offload compliance expertise so your team can focus on revenue-generating tasks
Integrate your ERP, CRM, accounting, and other systems with any of our 700+ prebuilt connectors and integrations or our robust API
Features and benefits
Published, standardized APIs
Proactive collection during checkout
2D barcode technology
Secure, wizard-based customer portal with digital signature
Single sign-on access through identity management programs
Features and benefits
Published, standardized APIs
Proactive collection during checkout
2D barcode technology
Secure, wizard-based customer portal with digital signature
Single sign-on access through identity management programs
Different products for different needs
Avalara AvaTax
Basic exemption management
For businesses with a limited number of certificates to manage, Avalara AvaTax includes AvaTax Exemptions. Apply tax exemptions and collect supporting documentation with a platform powered by Avalara CertCapture.
Request, store, and manage exemption certificates
Generate reports for internal or external audits
Get basic exemption services with no-touch onboarding
“We were not properly collecting exemption certificates before we used AvaTax. We are in complete compliance now.”
— Kellie Harrell, CPA
TriEst Ag Group, Inc
Avalara CertCapture
Advanced compliance document services
Avalara CertCapture can help businesses with more complex compliance document management needs. Available as a stand-alone product, CertCapture also integrates with AvaTax for more sophisticated exemption services.
Collect, verify, store, and access certificates
Outsource validating, reporting, and compliance-related administrative tasks to Managed Services
Create an auditor dashboard for improved access to requested documents
“CertCapture has made managing tax exemption certificates simple.”
— Catherine Roggenbuck, Jamf
Choose the right product for your business:
Manage dozens to hundreds of certificates
Manage hundred to millions of certificates and specialized documents
AvaTax
CertCapture
Manage dozens to hundreds of certificates
Manage hundred to millions of certificates and specialized documents
Integrate with AvaTax
Manage basic customer account information
Request documents from customers
Store exemption certificate images
Perform bulk document requests
Outsource document management with Managed Services
Automate data exchanges and API
Integrate with POS and ecommerce systems
Manage advanced customer documents
Specialty document management products
Avalara
VendorCapture
Collect, verify, store, and track W-8 and W-9 forms for federal tax withholding compliance.
Avalara
ExciseCapture
Collect, verify, and manage business partner licenses and regulatory excise forms.
Avalara
VendorExemptions
Manage outgoing documentation when providing exemption certificates and federal forms.
3 steps to document compliance
01
Collect and verify documents from customers at the point of purchase
02
Maintain a document database and alert customers when certificates are about to expire
03
Access documents when generating reports or during audits
"I can’t imagine going back to the way we did it before. Today it would be a full-time job for one or two people, and the possibility of an audit would be nerve-wracking if we didn’t have everything accurately aligned and readily available”
— Sarah Musser, Operations Manager
Bartlett Bearing Company
CertCapture is designed for companies that manage a large number of exemption certificates, from smaller manufacturers to enterprise organizations. It easily scales with business changes and growth.
Avalara’s exemption certificate experts are available to help you migrate from manual processes to the automated world. Choose the level of support you need, from a standard plan to customized implementation.
Though many ERPs support document attachments within a customer record, they can’t apply the information in the document to customer transactions.
Requesting certificates for prior purchases is time-consuming, inconvenient, and can delay order processing. In addition, you may end up exempting tax based on an expired, invalid, or incomplete certificate, which can put you at risk during an audit.
CertCapture consolidates paper and digital certificates into a single, easily accessible document repository. Any certificates you need to collect for future purchases can be processed automatically, at the point of purchase, improving customer experience and reducing workload for staff.
During an audit, access the certificates you need with just a few clicks. You can also create a secure portal for auditors to access the documents they need without having to bother your staff.
Determining whether a customer is taxable is a part of the sales and invoicing process for exempt sellers. Avalara AvaTax and CertCapture work together to properly assess the taxability of a transaction, verify whether a current certificate is on file, and apply the tax or exemption accordingly.
CertCapture also supplies information for reporting and works with Avalara returns products for returns preparation and filing.
Pricing depends on several factors unique to each business. The cost consists of a one-time setup fee, charges related to the number of certificates you manage, and any Professional Services you use for implementation. To get an estimate, contact one of our exemption experts. They’ll talk to you about your business and recommend a solution based on your needs.
The time it takes to implement CertCapture depends on the number of certificates you need to migrate, the number of customers in your system, and the number of entities within your business. To find out more, contact one of our exemption experts who can give you an estimate.
