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Avalara Help Center

Understand Bill To and Ship To in CertCapture

This article applies to:Avalara CertCapture

CertCapture uses customer billing and shipping information, as well as customer numbers from your accounting software, to designate a customer record as Bill To or Ship To. If you bill a customer and ship to them in the same state, a single Bill To record is all you need. If your accounting software stores billing and shipping information under separate customer numbers, you can add multiple shipping records to CertCapture and link them all to a single Bill To customer. Once they're linked, any exemption document added to the Bill To customer flows down to its associated Ship To records.

This is often used when multiple customers need to share the same exemption document, but only for certain states.

CertCapture may refer to this designation as BillTo, ShipTo, BT, or ST.

BillTo vs ShipTo FAQ

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?

While possible in CertCapture, Avalara doesn't recommend it.

Exemption status flows from the Bill To record to the Ship To record associated with it, but this inherited exemption status only goes "one level" down. Additional customer records linked to the Ship To record do not inherit exemption status.

Bill To record (Exempt) --> Ship To record (Inherits Exempt status) --> Ship To record (does not inherit Exempt status).

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 To Details and Ship Zone?

States or Regions are added to the Ship Zones when a certificate is applied to a customer. CertCapture uses that zone to check the customer's exemption status.

I've applied a multi-jurisdictional certificate to a Bill To I need to add ShipTo states in the ShipTo tab?

Exposure zones are applied to your customer record based on the certificate and should appear in the ShipTo tab automatically, so adding states manually shouldn't be necessary.

Can I link two customers that have the same customer number? No.


Link a ShipTo state or ShipTo zone to an existing customer record

Add states or zones one by one:

  1. Find your customer record and then click the ShipTo tab.
  2. Click Add ShipTo State or Add ShipTo Zone.
    • Click Add ShipTo Customer to link an existing customer record

Download the Bulk Import Template to add multiple states or zones:

  1. Download the zip file using the link above and open the CertCapture Customer Upload Template Full spreadsheet. 
  2. Delete all columns except for Billing Customer Number and Shipping Customer State. When you upload the finished spreadsheet, CertCapture will only update information in these columns.
    • Use a new row for each shipping state, reusing the same Billing Customer Number if necessary
    Billing Customer Number Shipping Customer State
    Enter your billing customer number Enter the state/region for each Ship To and Exposure Zone you want to add
  3. Save the import file to your computer. In CertCapture, go to Customers > Import Customers.
  4. Click Choose File and upload your new import file.

Note: Export all of your customer numbers by running a customer search and click Export Results.


Remove Ship To states or zones from a customer record

  1. Find your customer record and then click the ShipTo tab.
  2. Right-click the state or zone and click Unlink.
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