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Avalara Help Center

Billing and shipping customer frequently asked questions

This article applies to:CertCapture

CertCapture allows you to create billing and shipping customer relationships, where you invoice the customer under one customer number, but ship to them under different customer numbers. This is most common in cases where the main corporate office has one customer number in your business application, but each location or subsidiary has a separate customer number. Learn more about how this works in CertCapture.

What's the difference between a Bill-to and Ship-to record?

Multiple Ship-to records can be linked to a single Bill-to record.

When an exemption certificate is added to a Bill-to record, that document flows down to its associated Ship-to record and covers that exposure.

When should I link Ship-to records to Bill-to records?

When your company headquarters handles billing (the Bill-to record), but you also have multiple shipping locations with unique customer numbers (Ship-to records).

For example, a corporate headquarters with multiple subsidiaries, each with a unique customer number. The headquarters provides the exemption on behalf of the subsidiaries. In CertCapture, the corporate headquarters is the Bill-to record, and each subsidiary is an individual Ship-to record. 

Can a customer be both Bill-to and Ship-to simultaneously?

This option is available in CertCapture, but Avalara doesn't recommend it.

Certificate are directly linked to a bill-to customer, and the exemption status is indirectly inherited by the ship-to customer. Exemption status flows from the bill-to customer to the ship-to customer, but this inherited exemption status goes only one level deep. Additional ship-to customers linked to a ship-to customer are not covered by the bill-to customer's certificate.

  • Bill-to customer: Direct link to certificate, Exempt.
    • Ship-to customer: Indirect link to certificate, Exempt.
      • Ship-to customer: No link to certificate, Not Exempt.

When is a customer labeled as a ShipTo?

Once it has been linked to a Bill-to customer record.

In the ShipTo tab, what's the difference between Ship State and Ship Zone?

The Ship State section shows any regions that have specifically been added as Ship-to States. 

The Ship Zone section shows any regions where the customer has an exemption certificate on file. 

When you create campaigns to request exemption certificates from your customers, the regions that are included in the campaign are based on the Ship State section. When a region appears as a Ship Zone but not a Ship State, the request for that region is not included in the campaign. Be sure to add the region as a Ship State on the customer record if you'd like to include it in campaigns.

Can I make a specific shipping address exempt but have the rest of the state be taxable?

No. 

Can I use a single "Shipping ID" for multiple customers?

No. CertCapture uses the Customer Number to identify customers. CertCapture doesn't have a Shipping ID field. If you'd like to search for users by a custom shipping ID, consider creating a custom field.

Why is my imported customer not appearing as a Bill To customer?

This can happen if a linked BillTo customer's address information is invalid or incorrect. Double check the original import file or go to the BillTo tab and click Add BillTo Customer to link them manually
 

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