What this service is

Sales tax returns & reconciliation is a structured service that prepares and supports the filing of sales tax returns and ensures the numbers are reconciled to real sales and real tax collected—not guessed. The core value is not “submitting forms.” The core value is a defensible process where platform data, accounting records, and filings match.

This service is designed to deliver:

• a repeatable returns workflow (monthly/quarterly/annual, by state)

• reconciliation of sales and tax collected across platforms and accounting

• a filing-ready returns package with review notes and exceptions list

• an audit-ready record pack (returns + payments + workpapers)

• a controlled calendar and responsibility model for approvals and payments

Who this is for

This service is a fit if you are:

• registered in one or more states and need ongoing filing support

• selling through Shopify, Stripe, marketplaces, or mixed channels and struggling with mismatches

• dealing with refunds, chargebacks, discounts, shipping tax rules, or multi-rate jurisdictions

• expanding into more states and need a scalable filing process

• receiving state notices due to inconsistent filings or payments

• a foreign-owned US business needing compliance discipline for banking and counterparties

• behind on returns and needing a controlled catch-up filing plan

What “reconciliation” means in practice

Most sales tax problems are reconciliation problems. A defensible workflow ties four layers together:

• gross sales (platform reports and invoicing totals)

• taxable sales (what the state treats as taxable after exemptions/rules)

• sales tax collected (what you charged customers)

• sales tax payable (what your books show as liability and what you actually remit)

Key principle: the best outcome is not “filing on time.” The best outcome is filing on time with numbers you can prove.

Common causes of sales tax mismatches we fix

• platform reports not matching deposits due to fees, holds, or timing

• refunds/chargebacks not mapped to the correct period or state

• shipping taxability differences by state

• marketplace facilitator transactions included incorrectly (or excluded incorrectly)

• exemptions/resale certificates handled informally without documentation

• blended tax rates and local jurisdictions not aligned to state filing requirements

• bookkeeping setup errors: tax collected posted to income instead of liability

• returns filed from one dataset while bookkeeping uses another dataset

Benefits of structured returns & reconciliation

• Lower notice and audit risk: filings backed by workpapers and evidence

• Cleaner cash planning: predictable filing calendar and payment forecasting

• Fewer overpayments/underpayments: accurate liability mapping

• Platform consistency: Shopify/Stripe/marketplace data reconciled to QBO

• Scalable multi-state compliance: a process that works as you add states

• Faster diligence response: clean records for banks, investors, and acquirers

What we typically help you prepare

Depending on your activity and state footprint, a returns cycle usually includes:

• state-by-state returns preparation support (based on your assigned filing frequency)

• platform sales summaries by state and period (Shopify/Stripe/marketplace reports)

• reconciliation workpapers:

  • gross sales → adjustments (refunds, discounts, shipping) → taxable sales

  • tax collected → liability accounts → payment amounts

  • marketplace vs direct sales segregation (when applicable)

• variance analysis vs prior periods (what changed and why)

• payment schedule and approvals list (who approves, who pays, due dates)

• record pack:

  • filed returns archive

  • payment confirmations

  • supporting reports and reconciliations

  • notes on exceptions and decisions

Service workflow

1) Intake and filing calendar confirmation

We confirm:

• states where you are registered and filing frequency per state

• sales channels and data sources (Shopify, Stripe, Amazon, wholesale, invoicing)

• accounting system structure (QBO setup, sales tax liability accounts)

• who approves filings and who executes payments

• whether any states have past-due periods or notices

2) Data collection (minimal, structured)

Each filing period we collect:

• platform reports by state (or exports that map to state sourcing)

• exemptions/resale records if relevant

• refund/chargeback reports

• any manual invoices or wholesale activity not captured in platforms

We keep requests lean and standardised.

3) Reconciliation and adjustments

We build the filing numbers with defensible logic:

• reconcile gross sales to platform totals and accounting records

• separate taxable vs non-taxable categories based on your mapped product/service posture

• reconcile tax collected to sales tax payable accounts

• validate adjustments (refunds, chargebacks, discounts, shipping treatment)

• isolate marketplace facilitator transactions where required

4) Returns package preparation

You receive a submission-ready pack:

• state-by-state return summary

• tax due and due dates

• exceptions list (items needing your confirmation)

• evidence pack references (reports supporting the numbers)

5) Recordkeeping and future-proofing

We store and structure:

• returns and payment proof

• reconciliation workpapers

• a change-trigger log (events that require nexus or taxability re-review)

6) Catch-up filings and notices (if needed)

If you are behind or received notices:

• define a controlled catch-up scope by state and period

• stabilise data and reconcile back periods

• build a defensible filing pack and coordinate partner escalation where representation is required

Typical premium pricing

Pricing depends on number of states, filing frequency, channel complexity, and data cleanliness.

• Single-state returns & reconciliation (standard complexity): $450–$1,250+ per filing

• Multi-state returns support (3–10 states, standard complexity): $1,750–$6,500+ per filing cycle

• Higher complexity (multi-platform, heavy refunds/chargebacks, mixed taxability): $6,500–$15,000+ per filing cycle

• Ongoing multi-state compliance (5–15 states, monthly cadence): $2,500–$12,500+ / month

• Catch-up periods (per state, per month/quarter): $750–$3,500+ (high complexity can exceed)

• Notice response pack (with partners as needed): $1,250–$8,500+

Government fees, penalties/interest, and third-party tax engine subscriptions are not included unless agreed.

Frequently asked questions

1. Do you file the returns directly?
   We prepare a submission-ready returns package and can support filing steps depending on state portal access and your internal controls. Where representation is required, we coordinate partner support.

2. Why do my Shopify/Stripe numbers not match QBO?
   Usually due to timing, fees, refunds, chargebacks, deposits, or incorrect liability mapping. Reconciliation fixes the root cause.

3. If marketplaces collect tax, do I still file returns?
   Sometimes yes, sometimes no, depending on the state, your registration, and your direct sales. We separate marketplace and direct transactions state-by-state to avoid assumptions.

4. What records should we keep for sales tax?
   Filed returns, payment proof, platform reports, reconciliation workpapers, exemption certificates (if any), and notes on any exception decisions.

5. What if we collected tax but didn’t register?
   That requires a controlled strategy. We can assess exposure, build a remediation plan, and coordinate partner support where necessary.

6. Can you handle local jurisdiction reporting?
   Where states require local allocations, we structure the dataset to support location-based reporting as needed.

7. What if we are behind multiple quarters?
   We run catch-up in priority order, stabilise data, and rebuild a clean filing trail to re-enter compliance.

8. How do you reduce notice risk?
   Reconciliation, consistency, and documentation. Most notices are triggered by mismatched totals, missed filings, or payments that don’t align.

Why businesses choose Yudey

• Reconciliation-first delivery: platform totals and books tied to filings

• Defensible workpapers: audit-ready evidence trail for each return

• Multi-state operating system: calendar, approvals, and repeatable workflow

• Platform competence: Shopify/Stripe/marketplace complexity handled correctly

• Controlled data handling: minimal requests, clean retention, access discipline

• Premium reporting posture: variance notes and exception logs that reduce surprises

Request sales tax returns & reconciliation support

Send: the list of registered states, filing frequencies (if known), sales channels (Shopify/Stripe/marketplaces), and whether you have refunds/chargebacks or prior notices. We will confirm scope and implement a repeatable returns + reconciliation workflow with an audit-ready record pack.