How to Import a Single Exemption Certificate

Have one exemption certificate to add? 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.

Here's are the easy steps to follow:

Step 1. Log in to your Kintsugi account

Visit Kintsugi App and enter your credentials.

Step 2. Uploading a Single Tax Exemption Certificate

There are three ways to add a tax exemption certificate for a customer: (a) thru the Customers tab or (b) thru the Exemptions tab's (b.1) single import or (b.2) bulk import, or (c) thru the Transactions tab. We will show you both approaches here.

A. To Upload in the Customers tab

1. Navigate to the Customers tab.

   

2. Use the search bar to find a customer by email or name.

   

3. Click on the customer to open their profile

   

4. Click the Add button to add an exemption certificate for the customer.

5. A pop-up form will appear with the details needed to fill to successfully add an exemption.

B. To Upload in the Exemptions tab

1. Navigate to the Exemptions tab.

2. Click the Import button.

   

3. A pop-up form will appear with the details needed to add an exemption certificate.

4. You can also upload a single certificate through the Bulk Import sub-tab.. Just drag and drop the file or select your file, then click Upload to submit. Make sure to upload the file using the supported file types (pdf, jpg, jpeg, png, zip).

C. To Upload in the Transactions tab

1. Navigate to the Transactions tab.

   

2. Type the transaction ID in the search bar to find the exact transaction to which you'll add the exemption.

3. Click anywhere on the transaction row to open and view its full details.

4. Click the three-dots and then select Add Exemption.

5. A pop-up form will appear with the details needed to fill to successfully add an exemption.

Guide in Completing the Form

The form is just the same whether you upload through the Customers tab or thru Exemption tab, except that when accessed via the Exemptions tab, you must search for the customer's ID/name first. Below are the fields to fill out to successfully upload an exemption certificate.

a. State: Select the state from the dropdown.

b. Start Date: Enter the actual start date if available. If not specified, use 01/01/2024 as a default.

c. End Date: Enter the expiration date from the spreadsheet. If no specific expiration date is provided, set it at least two years in the future. For exemptions that are in perpetuity, the start/end date may not be necessary.

d. FEIN and Sales Tax ID: If you're uploading an exemption certificate, these fields are optional. If you don't have a certificate to upload, enter at least one of these identifiers as alternative proof of exemption. Only enter 'N/A' if you have neither a certificate nor an identifier available, though we recommend following up with your customer before doing so.

e. 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

Lastly, please remember to click Save to upload the exemption. A confirmation message will appear on the screen.

Managing Existing Exemptions

To update or remove exemptions:

1. Go to the customer’s profile.

2. Click the three dots next to the exemption.

3. 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.

Need Help?

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.