Documents Required for Business Registration in the US

This article outlines the business information and documents Kintsugi collects before registering your business for sales tax in U.S. states. Preparing these details in advance helps streamline the process and prevents delays.

Before You Begin

Before requesting a registration through Kintsugi, make sure you have confirmed that nexus exists in the relevant state and that your Kintsugi organization profile is complete and accurate. The information in your profile is used directly in state registration applications.

If your business operates in the U.S., you’ll need a Federal Employer Identification Number (FEIN)—also known as an EIN—to file taxes, open business bank accounts, and comply with federal regulations. Refer to this help article for more information: How to Apply for a Federal Employer Identification Number (FEIN)

All international customers registering in the United States are required to obtain an Employer Identification Number (EIN), also referred to as a Federal Employer Identification Number (FEIN). Foreign entities can acquire an EIN directly from the IRS, even in the absence of a U.S. address, Social Security Number (SSN), or Individual Taxpayer Identification Number (ITIN). For further guidance, please refer to this helpful article: How International Businesses Can Apply for an EIN Without a U.S. Presence

Required Information for All US State Registrations

Regardless of the state, every registration requires the following core information:

Business Identity

• Legal business name as registered with the IRS

• DBA (Doing Business As) name, if your business operates under a trade name different from the legal name

• Federal Employer Identification Number (FEIN), also called an EIN; sole proprietors may use a Social Security Number (SSN) in some states

• Business entity type: sole proprietorship, LLC, partnership, S-corporation, C-corporation, or nonprofit

Business Address and Contact

• Primary business address (street, city, state, ZIP code)

• In-state address, if your business has a physical location in the state being registered

• Primary contact name, phone number, and email address

• Mailing address, if different from the primary business address

Business Activity Information

• Date your business first made sales into the state (or the date you met nexus thresholds)

• Description of products or services sold

• NAICS code (North American Industry Classification System), if known; this categorizes your business by industry type

• Estimated monthly or annual taxable sales in the state

Owner or Officer Information

Most states require information on at least one owner, officer, or responsible party. This typically includes:

• Full legal name

• Social Security Number (SSN) or ITIN

• Home address

• Title or role in the business (e.g., Owner, President, Managing Member)

• Ownership percentage

📌 Note: For nonprofits without an individual owner, some states allow alternative identification procedures. If this applies to your organization, contact the Kintsugi support team for guidance.

Additional Documents That May Be Required

Some states or scenarios require supplemental documentation. Below are the most common cases:

State-Specific Requirements Worth Knowing

A few states have unique requirements that come up frequently:

Alabama

Alabama may require a separate local tax account ID in addition to the state account. For businesses registering under the Simplified Sellers Use Tax (SSUT) program, no local account is needed.

California

California requires a CDTFA Third Party Access Security Code to allow Kintsugi to access and manage your account. After registration, this code is generated in your CDTFA online account and shared with Kintsugi.

Indiana

Indiana requires a Location ID in addition to the standard state tax ID. The Location ID is tied to your registered business address.

Louisiana

Louisiana requires separate identification for both state and parish (county-level) accounts. Kintsugi coordinates both as part of the registration process.

Kansas

Kansas registers businesses under two separate account types: Retailers' Sales Tax (prefix 004 for in-state businesses) and Retailers' Compensating Use Tax (prefix 005 for remote sellers). Kintsugi selects the correct type based on your nexus situation.

Can I Register Before My Nexus Date?

Yes. Most states allow you to specify a future effective date when registering. This is useful if you know you will hit nexus soon (for example, if your Amazon inventory is about to be placed in a new state). Kintsugi recommends registering proactively rather than reactively to stay ahead of your obligations.

Alabama and Massachusetts are exceptions where registration is nearly instant. Kintsugi times these registrations carefully to align with your actual nexus date.

What Happens After Kintsugi Submits Your Registration?

Processing times vary by state. Here is a general guide:

• Instant or same-day approval: Alabama, Massachusetts, and some states with fully automated online registration

• Within 1 to 5 business days: Most states processing online applications

• 1 to 4 weeks: States with manual review or paper-based applications

Once your permit is issued, Kintsugi records the Sales Tax ID and begins managing filings for that state automatically. You will receive a notification when your registration is active.

Need Help?

For further concerns, we're always here to help. If you can't find the answer you're looking for, just reach out to us using the chat in the bottom right corner of your screen.