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Avalara Help Center

Enter and Edit Basic Information About Your Company

This article applies to:Avalara CertCapture

You can change your company details, such as address, settings, and logo, at any time. If you need to edit exemption information about your business, see manage the exemption settings for your business.

Change company details

Add and change information about your company and its sub-entities in the Company Settings menu.

  1. On the CertCapture toolbar, click Account Settings, and then select Account Details from the drop-down.
  2. On the Account Details page, click Edit at the top-right of any of the information tabs to open an editing dialog box for that tab.
    1. In the Client Information tab, click the Client logo to upload a custom logo that represents your organization. Then click Edit Client Information. In the Edit Client Entity dialog box, edit any of the following fields. When finished configuring, click Update Client Entity:
      • Name: Name of the sub-entity that appears in the top right corner of the page. It doesn't necessarily have to be the legal name.
      • Legal Name: The legal name of the entity. Legal name is used to populate fields for W-8/W-9 forms.
      • Address (including City, State, Country, & Zip): Address associated with the sub-entity. This address is used as a contact address/return address/response address through out the application.
      • FEIN: The Federal Employer Identification Number for the active sub-entity
      • Phone: The customer point of contact. (Also, the Support By Phone number that displays at the bottom of the web portal.)
      • Fax: This field is not open for editing. Your company’s fax number was created by CertCapture and assigned to your company for inbound faxes. Faxes go directly to your Stacks in Data Entry.
      • Corporate Emails: The Support By Email address at the bottom of the web portal contains the corporate email address. This field is also used to populate the FROM_EMAIL template tag if used in an Email Template/Cover Letter. To designate the from address on outbound CertCapture messages, click the Username in the upper-right corner of CertCapture, and then select My Profile > My Preferences > Email Preferences > Customer Emails.
      • Notification Emails: CertCapture sends notification emails (such as, Certificate Submission Confirmation and Successful API calls) to this email address
      • Account Lead: This field isn't open for editing. This is the Avalara employee assigned to the account.
      • Equipment Description: Brief description of the business activity of the sub-entity. Depending on the form type, this field may populate the Description of Business activity section of the form.
      • Default Bucket: Buckets are headers that organize incoming certificates. The default is External.
      • Generated Customer Number Prefix: When you generate a customer, it adds the prefix specified here to the customer number
      • Typeahead Minimum Search Length: Auto-searches won't initiate until a minimum character count is typed into the search box
      • Affidavit Expiration: The duration of temporary exempt status for customer records with active affidavit forms
    2. In the Client Settings tab, click Edit Client Settings. In the Edit Client Options dialog box, click the following checkboxes YES or NO. When finished configuring, click Update Client Entity:
      • Trickle Up Ship To Documents: Documents assigned at the ShipTo level are applied to the BillTo level
      • Require Tax IDs in Data Entry: When YES, users enter a Tax ID when adding data for an exemption certificate in Data Entry
      • Allow Jobs: When YES, documents apply to jobs and Job Search appears in the User Interface
      • Use Document Percentages: When YES, tracks certificates that exempt only a percentage of a tax rate
      • Use Barcodes: When YES, the suggested state, barcode stamp appears at the bottom of form-library forms.
      • Use Managed Services: When YES, Avalara contact information appears in the web portal. When NO, the customer's Corporate Email and Phone from the Client Information section appear in the web portal.
      • Collect SST: When YES, and customer is designated as an SST customer, SST forms are available as a Certificate Template
      • Require SST: When YES, SST forms are the only accepted certificate type in the web portal and campaigns. Collect SST must be enabled for this feature to work. 
      • Hide Title Field: When YES, the Title field appears in the web portal in the Please Provide Your Contact Information section
      • Use Locations: When YES, features driven by location (such as Public Wizard, Retail Module, Buckets, and Requests) are available
      • Use Location Addresses: When YES, uses location addresses rather than Client address within Requests, Campaigns, and Retail Module
      • Allow Requesters to set Location: When YES, shows the Location drop-down in the Single Request section of the application
      • Apply Customer Exposure Zones Only: When YES, prevents users from over-selecting exposure zones applied to a customer record. During data entry, click the blue checkbox to remove all selected states that aren't associated with the customer record.
      • Remove Non-Nexus Exposure Zones in Data Entry: When YES, prevents users from over-selecting exposure zones applied to a customer record. During data entry, click the blue ban circle to remove all selected zones that aren't in the current client nexus.
      • API Access: When YES, user has access to REST API
      • Public Wizard enabled: When YES, enables a public version of the web portal, which allows any visitor to create a certificate in CertCapture. Unlike the web portal for campaigns and single requests, users don't need credentials to log in. Certificates submitted through the public web portal are sent to stacks regardless of the Submit to Stack setting.
    3. If you're a Retail Module subscriber, in the Retail Settings tab, click Edit Retail Settings. In the Edit Retail Options dialog box, click the following checkboxes YES or NO. When finished configuring, click Update Client Entity:
      • Show Pending Certs: When YES, status appears as Pending if a customer has a document in data entry waiting to be processed
      • Show Customers Without Certs: When YES, customers missing documents appear in searches in the Retail Module
      • Submit to Data Entry: When YES, submits certificates to the data entry screen. When NO, certificates are automatically deemed valid upon submission
      • Append Barcode: When YES, a barcode is stamped at the bottom of all certificates created in the Retail Module 
      • Append Certificate ID: When YES, a certificate ID is stamped at the bottom of all certificates created in the Retail Module
      • Disable Upload: When YES, disables document upload for the Retail Module
      • Print/Preview Document: When YES, enables document print preview
    4. In the Webportal Settings tab, click Edit Webportal Settings. In the Edit Webportal Options dialog box, edit the following fields and click the following checkboxes YES or NO. When finished configuring, click Update Client Entity:
      • Days to allow account access to WebPortal: Type the number of the days you want web portal to be active. Log-in credentials expire at the end of the specified period.
      • Edit Purchaser Information: When YES, allows your customer to edit the Please Provide Your Contact Information in CertCapture
      • Submit to Stack: When YES, if your customer submits a certificate via the web portal, it appears in the Stacks page. When No, certificates are validated and attached to the customer.
      • Upload Document Only: When YES, disables the certificate wizard. Certificates have to be uploaded as a PDF file
      • Print/Preview Document: When YES, customers can Print/Preview the document
      • Customer List: When YES, a BillTo/ShipTo page is added to PDFs created in the web portal
      • Email Dialog: When YES, a dialog box with email information appears in the web portal
      • Fax Dialog: When YES, a Fax dialog box appears in the web portal
      • Allow Document Upload: When YES, the customer can upload a PDF on the main web portal screen. (Also shows the Upload Document link on the Document Wizard)
      • Hide Signature: When YES, disables the customer's ability to sign the certificate using a mouse
      • Send Document Completion Client Notifications: When YES, CertCapture sends an email to the customer (using the email on record) to confirm receipt of a document
      • Disable Customer Adding Any Form: When YES, disables the ability for customers to choose additional documents to fill and submit
      • Append Barcode: When YES, a barcode is added to the document

Change nexus

Your nexusHoverTT.png consists of those places where your company is obligated and registered to collect tax (read more about nexus here). If you aren’t collecting sales tax in these places, then you need to have exemption certificates on file. To determine your exposure to audit penalties, CertCapture compares where you have nexus to where you have exemption certificates. So make sure your nexus selections are accurate.

  1. On the CertCapture toolbar, click Company Content, then click Nexus Settings.
  2. On the Edit Nexus page, choose a Location tab in the upper left of the table (United States, Canada, or Other), then click the Assign Nexus button.
  3. In the Edit Client Nexus dialog box, click the checkboxes to add or remove an exposure zone from your company's nexus settings. Click Update Client Nexus when you're done.