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Add Customers to CertCapture

This article applies to:Avalara CertCapture

Once you've configured your CertCapture account, add customers. If it's your first time doing so, plan to transfer all customers from your accounting software that have made exempt purchases.

It's best if the lists of exempt customers in your accounting software and CertCapture always match, so we recommend regularly adding customers. Since you process transactions in your accounting software, use its customer list as the source of truth. Only add customer records to CertCapture one at a time if you have a special reason to. 

For each customer, include information like name, contact information, and whether you billed the customer or only shipped goods to them. If your accounting software, stores detailed information about your customers and your relationships, transferring customers should be easy. If your accounting software stores limited information about your customers and their transactions, your CertCapture may have fewer details.

Once you've entered your customers, add and process their compliance documents. If you're missing documents, use CertCapture to ask customers for new ones.

PLAY-BLUE-30px.png Add Customers | Avalara CertCapture

Add a customer

It's best if the lists of exempt customers in your accounting software and CertCapture always match. Since you process transactions in your accounting software, use its list as the source of truth. It's usually best to avoid adding customer records to CertCapture one at a time, since it increases the chance your customer lists won't match. Instead, regularly transfer customer records from your accounting software to CertCapture using a template.

If you're processing documents in CertCapture and have an immediate need to add a single customer record, here's how. If you use this method, check your accounting software to be sure the customer you add to CertCapture has a matching customer record there.

  1. Pick a company from your CertCapture Company Hierarchy. The customer record you create is stored in the company you pick.
  2. On the toolbar, click Customers, and then select Add Customer.
  3. Provide requested customer details. Add details that your company considers important when creating customer records in CertCapture. It's best to at least add a NameCustomer Number, and an Email Address. If your business uses AvaTax to calculate tax, you must at least include Name, Address Line 1, City, State, Country (two digit code: e.g. US), and Zip.
  4. Click Add New Customer. You've created a customer record.
  5. Add shipping details to the new customer record. CertCapture uses this information to keep track of your audit exposure. 
    CertCapture6_CustomerDetail1.png
    • If your accounting software stores a customer's shipping details under a single billing customer record, add shipping details to a single record in CertCapture too. To add shipping states to a customer record:
      1. Click the ShipTo tab.
      2. Click Add ShipTo Zone.
      3. On the State tab, select a state from the drop-down, and then click Add ShipTo Zone.
      4. Repeat B and C until you've added all the shipping states for the customer.
    • If your accounting software stores a customer's billing and shipping details under separate customer numbers, create separate customer records in CertCapture too. Follow steps 1-4 above to create a billing customer record, and then create customer records for each of the shipping locations. Then, on the billing customer record:
      1. Click the ShipTo tab.
      2. Click Add ShipTo Customer.
      3. Add a shipping customer number, and then click Link ShipTo Customer.
      4. Repeat B and C until you've added all the shipping locations for the customer.

Add attachments or comments to a customer

When you change a customer record or validate data, you may want to add comments or attach supporting documentation related to the record that you are updating. The following steps explain how to insert your comments or attachments into a particular customer record. The size limit per attachment is 50 MB.

  1. Find your customer record and then click the Comments & Files tab.
  2. Click the Add Comment / File button.
  3. In the Add Comment or Attachment for Customer dialog box, click Choose File to upload an attachment. Type your notes in the Comment Contents field and then click the +Add button.
  4. Comments and attachments that have been added appear in a table in the Comments & Files tab. The table has five columns:
  • Timestamp: Time when the comment/attachment was added
  • User: User that added or edited the comment/attachment
  • Type: Files and comments are listed separately in the table and designated as such
  • Entry: Text from the comment or the name of the attached file appear here
  • Action: Use the Edit & Remove options to revise or delete specific comments and files associated with a customer record

Add attachments and comments to a document

When you change a document record or validate data, you may want to add comments or attach supporting documentation related to the record that you are updating. The following steps explain how to insert your comments or attachments into a particular document record. The size limit per attachment is 50 MB.

  1. Find your customer record and then click the Comments & Files tab.
  2. Click the Add Comment / File button.
  3. In the Add Comment or Attachment for Certificate dialog box, click Choose File to upload an attachment. Type your notes in the Comment Contents field and then click the +Add button.
  4. Comments and attachments that have been added appear in a table in the Comments & Files tab. The table has five columns:
  • Timestamp: Time when the comment/attachment was added
  • User: User that added or edited the comment/attachment
  • Type: Files and comments are listed separately in the table and designated as such
  • Entry: Text from the comment or the name of the attached file appear here
  • Action: Use the Edit & Remove options to revise or delete specific comments and files associated with a customer record

Import data for many customers

To transfer multiple customer records from your accounting software to CertCapture:

  1. Export a customer list from your accounting software.
  2. Go to Customers > Import Customers and download the Customer Upload Template.
    • Download the basic template if your accounting software stores a customer's billing and shipping locations under a single customer number
    • Download the full template if your accounting software stores a customer's billing and shipping details under separate customer numbers
  3. Copy fields from the exported spreadsheet and paste them into CertCapture's customer upload template.
    • Basic template: Each row has billing customer details and a field for the state where goods were shipped. For billing customers that have had goods shipped to more than one state, clone the customer's row with billing customer number and details filled in, and then update the Shipping Customer State field for each shipping state.
    • Full template: In the full template, each row includes a billing customer number and details plus a related shipping customer number and details. For each shipping address, clone the customer's row with billing customer number and details filled in, and then add details for each shipping location (including a unique customer number for each shipping location).

      Whichever template you use, your business decides how much information to store about each customer in CertCapture. At minimum, store NameAddress Line 1CityStateCountry, and Zip for each customer number. If you don't, information won't flow from CertCapture to AvaTax. The more information you store, the better. Consider which details you can sustainably add for each customer record

      Remember these guidelines as you develop a routine for transferring customer records:
      • You don't have to use all the template columns. Delete columns you're not using
      • Leave column titles unaltered. If a column title is changed, the template won't upload
      • Don't add worksheets to the template. If you do, the template won't upload
      • If you add a customer number to a template and the number already exists in CertCapture, fields from the template override the information already in CertCapture. Blank template fields erase existing CertCapture content
      • If you add a customer number to a template that isn't already in CertCapture, a new CertCapture customer record is created
  4. Finish adding customer details to the template and save it. In CertCapture, pick the company from the Company Hierarchy where you want to store customer records. Then go to Customers > Import Customers, choose your import file, and click Upload > Import Customer Data.
  5. Search for any of the customer records you just created to confirm that the customer details in CertCapture are what you expect. 
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