Submit your data on time

Submit your sales and use tax data by 5:00 PM ET on the fourth business day of each month. Business days are Monday through Friday, excluding federal holidays.

If you use Sovos cloud products, commit your data by 12:00 PM ET. This ensures that your data reaches the filing platform by the 5:00 PM ET deadline.

What happens if my data is late?

Late or incomplete data can delay your filing and result in penalties. If you expect delays, notify your preparer through your monthly filing case.

If you miss the deadline, Sovos can't guarantee your returns will be filed on time. Contact your preparer as soon as possible so we can explore options.

Follow best practices for data reconciliation and approval

• Before you submit your data, make sure your transactions include all required information, including location details (city, county, ZIP code).

• Confirm that all expected data is included before processing begins for the filing period.

• Use the Transaction Detail Reports to reconcile committed data.

• Complete data reconciliation before you approve the data.

• After you submit your data, notify us in your monthly filing case so we can start preparing your returns.

• Contact support if you need help.

Check your login credentials

Test your state portal login credentials before filing deadlines to confirm they work. Share your credentials with Sovos when needed.

Respond quickly to authorization codes

Many state portals send authorization codes as part of the login process. These codes typically expire within 15 minutes. Send them to your preparer immediately to avoid filing delays.

Get codes sent directly to Sovos

In some cases, Sovos can receive authorization codes directly from state portals. We'll add our email address along with yours so you keep access to your account. Talk to your preparer if you'd like to set this up.

Prepare for annual reconciliation

Some states require annual reconciliation forms to be submitted for a year-end sales and use tax review.

Share the following information with your preparer:

• Which annual reconciliation forms you're required to file

• Data for these forms (especially withholding tax for Michigan)

• Any periods when Sovos did not file returns on your behalf

Review historical data

If you started using Sovos filing services mid-year, confirm that you've submitted historical data from previous quarters.

• Make sure you have provided data to Sovos for any applicable periods that may have been filed before you started using our filing services.

• Review the Tax Filed Reports every month.

• Review your Preference Report to confirm returns are set up correctly, especially filing frequencies.

• Submit missing data through the STS Portal or open a support case for missing data at least 30 days before the filing deadline.

Stay informed about filing frequency changes

States send many filing frequency change notices at the end of the year. Most changes take effect in the new calendar year, but some are effective immediately.

If you receive a filing frequency change notice, open a notice case right away. Then check your Preference Report to confirm the change is in place for the correct filing period.

For new registrations, open a notice case at least 30 days before the target filing period.