Workflow

What you do with each client, from the kickoff call to the monthly routine.

Every month, for every client

  • 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

The client journey

Three phases. The first two happen once; the third keeps going.

PART 1 OF 3

Kick off

Get set up and show them where they stand.

AGENDA
  • Confirm the states they sell into
  • Connect sales data to the platform
  • Agree on who approves each filing
AGENDA
  • Walk through where they owe
  • Decide on back-filing or voluntary disclosure
  • Set the filing calendar
PART 2 OF 3

Follow up

Prove it's working in the first 90 days.

AGENDA
  • Confirm the first returns went out
  • Answer questions
  • Flag anything still missing
AGENDA
  • What has been filed and paid so far
  • Is the approval process working?
  • Anything to change before it runs on autopilot
PART 3 OF 3

Keep the conversation going

Ongoing check-ins and topics to raise.

AGENDA
  • What was filed and paid
  • Any state notices
  • Upcoming due dates
AGENDA
  • Sales by state against thresholds
  • New states to register
  • New products or sales channels
AGENDA
  • The year in review: states, filings, notices
  • Plans for next year
  • Renew the engagement and pricing
AGENDA
  • Selling on a new marketplace or channel
  • Hiring or storing inventory in a new state
  • Acquiring a business or launching a product

Emails for this stage

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]
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]
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.