Resources

Every template, document and link from this playbook, in one place.

Documents

Sample proposal One page: what you found, what you recommend, the price See in Sell it › Propose and sign
Sample engagement letter Have your attorney or insurer review before use See in Sell it › Propose and sign
Monthly client checklist The routine for every client See in Workflow › Every month, for every client

Email templates

Trigger follow-up Right after a client mentions growth, a hire or a new channel See in Sell it › Follow-up emails
Questions for the call Use in the follow-up meeting See in Sell it › Follow-up emails
New service announcement Tell your whole client list you offer it See in Sell it › Follow-up emails
Referral introduction If you refer it to a partner See in Sell it › Follow-up emails
Results and proposal email After the nexus check See in Sell it › Propose and sign
Kickoff email Week one, after they sign See in Workflow › Emails for this stage
Filing summary After every filing period See in Workflow › Emails for this stage
New state alert When they near a threshold See in Workflow › Emails for this stage

Keep going

How Ping helps you find these clients Ping flags sales tax signals in your client meetings Learn more →
Watch the episode Adding sales tax advisory to your firm Watch →
Ping preferred partners The platforms we trust for this See Tools →
Sample proposal
[Firm name] · [Date] Sales tax proposal for [Client company]
WHAT WE FOUND You have sales tax obligations in [3] states: [states]. Estimated past exposure: $[amount].
WHAT WE RECOMMEND
  • Register in [states] by [date]
  • Set up monthly filing on [platform]
  • [If needed] Clean up past periods with a voluntary disclosure
FEES
Registration$[amount] per state, one time
Ongoing compliance$[amount] a month
Voluntary disclosure, if needed$[amount] project fee
WHAT WE NEED FROM YOU Access to your sales data, and a connection to [platform]. First filings go out [date].
Sample template. Fill in the brackets.
Sample engagement letter
[Firm name] · [Date] Engagement letter: sales tax compliance
Scope The services, the states, and each return we will file, named by form.
Not included Income tax, audits, and new states unless you add them in writing.
Your part Accurate sales data, approval of each filing by its deadline, and telling us about new states, products or hires.
Fees The setup and monthly fees, and how new states or past periods are billed.
Tax and penalties The tax is yours. Who covers penalties caused by late or wrong information.
Ending it How either side can end the engagement.
Keep a nexus study as its own engagement. Good starting points: CPA.com's sample engagement letter for a sales and use tax nexus study, and the AICPA's tax engagement letter templates. Have your attorney or insurer review your letter before you use it.
Monthly client checklist
  • Review and approve this period's filings before they are due
  • Send the filing summary email
  • Check for state notices, and respond to any
  • Watch states close to a threshold, and send a new state alert
Trigger follow-up
Right after a client mentions growth, a hire or a new channel
Subject: A quick sales tax check on your expansion Hi [Client first name], You mentioned [trigger] on our last call. That kind of change can create a sales tax obligation in new states, and states expect you to register and file once it happens, whether or not you collected the tax. We can run a quick check across every state you sell into and show you where you stand. It takes about 20 minutes to connect your sales data. Would [day] or [day] work for a short call? [Your name]
Questions for the call
Use in the follow-up meeting
1. Which states did you sell into last year, and roughly how much in each? 2. Where are your employees, contractors, inventory and offices? 3. Which platforms do you sell through? 4. Are you registered to collect sales tax outside your home state? 5. Do you sell to businesses that give you resale or exemption certificates? 6. Have you heard from a state tax agency in the last two years?
New service announcement
Tell your whole client list you offer it
Subject: We now handle multi-state sales tax Hi [Client first name], More of our clients are selling across state lines, and every state has its own sales tax rules. Starting [month], [Firm name] will handle sales tax registration and filing for you. If you sell into more than one state, reply and we'll check where you stand. [Your name]
Referral introduction
If you refer it to a partner
Subject: Introduction: [Client company] and [Partner] Hi [Client first name], As we discussed, I'd like to introduce you to [Partner], the sales tax platform we trust for this. They'll look at where you have obligations today and handle registrations and filings from there. I'll stay in the loop. [Partner contact], meet [Client name] from [Client company]. [Your name]
Results and proposal email
After the nexus check
Subject: Your sales tax review results and next steps Hi [Client first name], We finished your sales tax review. You currently need to collect and file in [number] states: [states]. We recommend registering in [states], setting up ongoing filing, and [if needed: resolving prior periods through a voluntary disclosure]. Our fee is [amount] for setup and [amount] per month for ongoing compliance. The proposal and engagement letter are attached. Sign and we'll start this week. [Your name]
Kickoff email
Week one, after they sign
Subject: Welcome! Here's what happens next Hi [Client first name], Welcome aboard. Here's the plan: 1. Connect your sales data using this link: [link] 2. We'll confirm the states you need to register in by [date]. 3. Your first filings are due [date]. We'll send each one for your approval [X] days before. If you ever get a letter from a state, forward it to us right away. [Your name]
Filing summary
After every filing period
Subject: Sales tax filed for [period] Hi [Client first name], All set for [period]: - Filed in [number] states: [states] - Total remitted: $[amount] - Next due: [date] Nothing needed from you. Reply with any questions. [Your name]
New state alert
When they near a threshold
Subject: Heads-up: you're close to owing sales tax in [state] Hi [Client first name], Your sales into [state] are at $[amount] this year, close to its $[threshold] threshold. Once you cross it, you'll need to register and start collecting there. We'll keep watching and handle the registration when it's time. Any big orders coming into [state] we should know about? [Your name]
Playbooks are educational and not tax or legal advice.