Canceling Your Kintsugi Subscription and Deleting Your Data
Learn how to cancel your Kintsugi subscription and delete data by archiving your organization under Configuration; data is permanently removed after 60 days.Updated 19 days ago
Whether you are winding down, moving to another provider, or simply no longer need sales tax automation, this guide walks you through offboarding from Kintsugi from start to finish.
In Kintsugi, archiving your organization is the single action that cancels your subscription and starts the deletion of your data. There is no separate cancel button. Because archiving becomes permanent once the deletion window closes, work through the steps below in the order they appear.
Export your data first. Archiving disables access to your organization right away, well before your data is actually deleted. Once access is off, you can no longer pull reports, transactions, or invoices. Give yourself time to download everything you need while your account is still active.
Your Offboarding Checklist at a Glance
Step | What you do | Why it matters |
|---|---|---|
1 | Export your reports | Access is disabled the moment you archive, so this is your last chance to pull your data |
2 | Download your invoices | You will want these for bookkeeping, audits, and your accountant |
3 | Decide what to do about your state registrations | Canceling Kintsugi does not close your state tax accounts, and in some cases you may want to keep them open |
4 | Move your state portal access and mailing address off Kintsugi Mail | Kintsugi Mail stops working the moment you archive, including any 2FA codes routed through it |
5 | Archive your organization | Cancels your subscription and starts the deletion countdown |
Before You Begin
You need Admin or Owner access
If you do not see the Configuration tab in your left navigation panel, your account is set to Member. Ask your account Admin or Owner to run the steps below, or to upgrade your role.
Allow time for your exports
Reports are delivered to your email as a download link rather than downloaded directly in the app, so plan for them to arrive before you archive.
If you use Kintsugi Mail, plan extra time
Moving your state portal logins and mailing address off your Kintsugi Mail address takes a few minutes per state, and it has to be done before you archive. See Step 4.
Know your deletion window
Live organizations are scheduled for deletion 60 days after you archive. Test organizations are deleted after 30 days. The confirmation dialog tells you which window applies to you before you confirm.
Step 1: Export Your Reports
This is the most important step to get right, because it cannot be done after you archive.
You can export the following from Kintsugi, each as an Excel (.xlsx) file:
Monitoring report: your nexus and exposure history
Filings report: current filings, back filings, or a filtered export by country, jurisdiction, date range, and status
Transactions report: transaction details or a transaction summary by jurisdiction and period
Products report: product names, SKUs, prices, and tax categories
Each export is sent to your email address as a download link. Delivery usually takes one to two minutes, though larger organizations with more data may wait a little longer.
For the full walkthrough of each export type, see Exporting Reports in Kintsugi App.
IMPORTANT TIP: Save your exports somewhere your team will still have access to later, such as a shared drive rather than a personal folder. Confirm each file actually opens before you move on to Step 4.
Step 2: Download Your Invoices
Your billing records are separate from your reports, so download those too. Keep these on hand, as these documents are important for maintaining accurate bookkeeping, ensuring compliance during audits, and giving your accountant the complete information they need to manage your financial records effectively.
Step by step guidance is in View and Download Your Kintsugi Invoices.
Step 3: Decide what to do about your state registrations
WORTH KNOWING: Canceling your Kintsugi subscription does not close your sales tax accounts with the states. Your registrations stay open, and each state continues to expect returns from you, including zero dollar returns, until those accounts are formally closed.
That is not automatically a problem. Whether you close a registration depends on what you are doing next:
Your situation | What this usually means |
|---|---|
You are staying in business and moving to another provider, or handling filings yourself | Keep your registrations open. Just make sure your new process picks up filing from the next period so nothing is missed. |
You no longer have nexus in one or more states and want to exit them | Submit a de-registration request per state before you archive. See How to De-Register from a State. |
You are permanently closing your business | Follow the full closure checklist in What To Do When You Are Permanently Closing Your Business. Kintsugi can file your final return and formally cancel your permits with each state. |
If you do want Kintsugi to help close registrations, start that before you archive. De-registration processing times vary by state, and some states require extra paperwork.
Either way, make sure any returns already due have been filed and remitted before you archive.
Step 4: Move your state portal access and mailing address off Kintsugi Mail
Skip this step if you never set up Kintsugi Mail. If you did, this is the step most likely to cause problems later, so it is worth doing carefully.
Kintsugi Mail is your business mailing address for state and local tax authorities. Mail sent there is scanned and shared with your Virtual Mail Group. Some state portals also send two-factor authentication codes to your Virtual Mail Group address rather than your own email.
Kintsugi Mail is deactivated as soon as you archive. It is not kept running through the deletion window. That means anything still pointing at it stops reaching you.
Work through these three before you archive:
Switch your state portal 2FA back to your own email.
For each state where you set up two-factor authentication using your Virtual Mail Group address, update the portal to use an email address you control. Our Two-Factor Authentication for State Tax Portals Overview has the steps for each state. If you skip this, you can be locked out of your own state tax accounts, because the codes will be sent to an address that no longer exists.
Update your mailing address with each state
Wherever your Kintsugi Mail address is on file as your business or notice address, change it to an address you receive mail at. States will keep sending notices to whatever address they have, and notices sent to a deactivated Kintsugi Mail address will not reach you or us.
Tip: Do this state by state and tick each one off as you go. Being locked out of a state portal is much harder to fix after your Kintsugi access is gone.
Step 5: Archive Your Organization
Once your data is exported and you have decided how to handle your registrations, you are ready to archive. This cancels your subscription and begins the deletion of your data.
Log in to the Kintsugi app and click Configuration in the left navigation panel.
Open the Settings tab.
Scroll down to Archive Organization section and click the Archive button.
Read the confirmation dialog, then complete it:
Select a Reason for archiving. This is required.
Add anything else you would like to share. This is optional, up to 500 characters, and genuinely useful to us.
Type your organization name exactly as it appears in the message, including capitalization and any underscores.
The Confirm button remains grayed out until all required fields are completed. This safeguard prevents accidental archiving.
Once you click Confirm, a message appears at the bottom of your screen confirming that your archiving request was submitted, along with the window period when you can request to reverse it.
What Happens After You Archive
Once we receive your cancellation request, we will reach out to confirm it and walk you through the rest of your offboarding. We process your subscription cancellation at the same time, so no new charges are added after that point.
If you are on a paid plan, you may still receive one final invoice covering work completed before your cancellation date. Charges for services we have already carried out, such as filings or registrations submitted on your behalf, remain payable. Downloading your invoice history in Step 2 gives you a full record of these.
Archiving takes effect right away. All connections and integrations are disabled, and access to the organization is turned off, which means you can no longer log in to pull reports, transactions, or invoices. This is why exporting your data in Step 1 matters, and it is the part customers most often wish they had done sooner.
Your organization is then scheduled for deletion. Live organizations are deleted 60 days after you archive, and test organizations after 30 days. Throughout that window, the archive is still fully reversible, so if you change your mind or archived by mistake, just contact support at any point before it closes and we will restore your organization.
Once the window closes, the organization and its data are permanently deleted. Neither the organization nor its data can be recovered at that point, and starting again would mean setting up a new organization with no historical data.
Changed your mind?
If you archived by mistake or your plans changed, contact support within your deletion window and we can reverse it. After the window closes, the data is gone and the organization would need to be set up again from scratch.
Not Ready to Cancel? Two lighter options
If your goal is to reduce cost or narrow your coverage rather than leave entirely, you have options that keep your history intact.
Talk to us about your plan. If cost is the issue, there may be a plan that fits better than cancelling outright. Reach out before you archive and we can look at your options together.
FAQs
Q: Do I need to cancel my subscription separately before archiving?
A: No. Archiving your organization is what cancels the subscription. There is no separate cancel button.
Q: Will I be charged again after I archive?
A: No. Your subscription is canceled as soon as your archiving request is confirmed, and no further charges are made. Download your invoice history before you archive so you keep a record of past charges.
Q: Can I export my data after I archive?
A: No. Access is disabled as soon as the archive request is submitted, not at the end of the deletion window. Complete Step 1 before you archive.
Q: How long do I have to change my mind?
A: 60 days for a live organization, or 30 days for a test organization. The confirmation dialog states your window before you confirm, and so does the message you see after submitting.
Q: What happens to my integrations?
A: All connections are disabled immediately when you archive. If you also want to disconnect Kintsugi from the platform side, do that in the platform itself, such as your ecommerce or billing system.
Q: Does canceling Kintsugi close my state sales tax registrations?
A: No. Your registrations stay open with each state until they are formally closed, and each state will keep expecting returns. See Step 3 above to decide whether closing them is right for your situation.
Q: I do not see the Configuration tab. What do I do?
A: Configuration is available to Admins and Owners only. If your role is Member, ask your account Admin or Owner to either archive the organization or change your role. See Understanding User Roles in Kintsugi for more on account permissions.
Q: Can I reopen the same organization later?
A: Only within your deletion window, by contacting support. After deletion, you would start with a new organization and no historical data.
Q: What happens to Kintsugi Mail when I archive?
A: It is deactivated right away, at the same time as your account access, not at the end of the deletion window. Before you archive, move your state portal 2FA to your own email, update your mailing address with each state, and download anything you need from your Mail Inbox. Step 4 covers all three.
Q: Will I still get state notices after I archive?
A: Not through Kintsugi. Once Kintsugi Mail is deactivated, notices sent to that address will not reach you or us. Any state that still has your Kintsugi Mail address on file needs to be updated with an address you receive mail at, and that has to be done before you archive.
Related articles
Need Help?
Most of what you need is covered above and in the related articles. If something specific to your account is still unclear, such as an open filing or a charge you want to review, reach out using the chat bubble in the bottom right corner before you archive, while we can still see your data.