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Tax IDs Report

The Tax IDs report lists every tax-exempt customer whose exemption paperwork needs attention — the tax ID is missing, the expiration date is missing, the certificate has expired, or it expires within the next month. Use it to collect updated exemption certificates before an audit does it for you.

To open it, go to Reports and choose Tax IDs under the Accounts heading in the sidebar.

Which customers appear on the Tax IDs report

A customer shows up on the Tax IDs report when their profile has Taxable set to No and any of these is true:

  • their Tax ID field is blank,
  • their Tax ID Expiration field is blank,
  • the expiration date has passed, or
  • the expiration date is within the next month.

Tax-exempt customers with a Tax ID on file and an expiration more than a month away do not appear — the report is only the problem list, not all exempt customers.

Tax IDs report columns

  • Name — the customer's company (or first and last name), linked to their account page.
  • Email — the email on the customer's profile.
  • Phone — the customer's phone, and cell phone if on file.
  • Tax ID — the tax exemption number on file (blank if missing).
  • Tax Expiration — the certificate expiration date on file. The report is sorted by this column by default; click any column header to re-sort.
  • Last Purchase — the date of the customer's most recent receipt, so you can prioritize active accounts.
  • Issue — why the customer is on the list. One of:
    • # Missing — no Tax ID on file.
    • Expiration Missing — a Tax ID is on file but no expiration date.
    • Expired — the expiration date has passed.
    • Expiring Soon — the certificate expires within the next month.

Fixing a customer on the Tax IDs list

  1. Click the customer's Name to open their account page.
  2. On the customer's profile, update the Tax ID and Tax ID Expiration fields with the information from their new exemption certificate.
  3. If the customer should not be tax-exempt at all, set Taxable back to Yes — they'll be charged tax at the register and drop off this report.

Once the profile has a Tax ID and an expiration date more than a month out, the customer disappears from the report.

Downloading the Tax IDs list as CSV

Click the download icon (Download CSV) at the top right of the table to save the list as tax-ids.csv — handy for a mail-merge or call list when you're chasing updated certificates.