AutoFile policies
Read the AutoFile policy explanation to understand the specifics of Sovos' filing services.
With an AutoFile subscription, the Sovos team will handle all the necessary paperwork for sales and use tax filings, excise tax filings, gallonage reporting, and shipment reporting. You will need to take some monthly actions to ensure your data is complete and up to date. Follow these guidelines to set yourself up for success with AutoFile.
Welcome to ShipCompliant AutoFile Services!
We welcome you to our Sovos Sales, Use, and Excise Tax Filing and Remittance services. This document outlines the policies and procedures governing these services and specifies the respective responsibilities of Sovos and the Client in processing Sales, Use, and Excise Tax, as well as Gallonage data, through ShipCompliant. The Client’s failure to adhere to these policies and procedures may result in the assessment of penalties and interest by tax authorities, which will be solely and exclusively the Client’s responsibility.
Sovos reserves the right to periodically review and update these policies and procedures at its discretion. While Sovos will make reasonable efforts to notify the Client of any changes, the Client is required to comply with any new, amended, or modified policy or procedure within 30 days of receiving notice. The current version of these policies and procedures is available upon request (revision of February 2026).
Description of Service
Sovos offers Sales, Use, and Excise Tax return filing and payment remittance services on behalf of its clients to U.S. state and local government agencies. As part of this service, Sovos provides clients with electronic copies of tax returns and remitted checks for paper filings through ShipCompliant. Additionally, Sovos supplies electronic filing and payment confirmation for transactions completed electronically. Sovos processes the data submitted by clients in ShipCompliant for return filing and will report and file the tax amounts accordingly.
Please note that Sovos' AutoFile Services do not include audit support or assistance with jurisdictional notices overseeing services. Clients are responsible for retaining detailed tax records and copies of filed returns for future audit or notice resolution purposes. Following Sovos' recommended monthly reconciliation process, as outlined in this document, can help mitigate the risk of audit issues or agency notices.
General Information
Service Commencement: Clients have between the 1st and 6th day of each month to provide necessary data for return processing, this also includes any changes/adjustment needed to report settings. Sovos begins processing/submission of returns on the 7th of each month for returns configured for AutoFile.
Sovos Compliance LLC Holidays:
Sovos will be closed for business on the following U.S. holidays:
- New Year’s Day
Day After New Year's Day
- Memorial Day
- Juneteenth
- Independence Day (observed July 3rd)
- Labor Day
- Thanksgiving Day
- Day After Thanksgiving
- Christmas Day
Sovos also follows all Federal Reserve banking holidays, which are treated as non-business days when calculating payment processing settlements.
Prerequisites for Access to Sovos AutoFile Services
Access to AutoFile Services will be provided to Sovos clients for the term outlined in their master agreement (the “Agreement”), based on the following criteria:
- The Client has a valid and fully executed agreement with Sovos in place.
- The Client’s supported products and/or services have not been suspended under the terms of the agreement.
- The Client is using the supported products and/or services in compliance with the agreement and is not in breach of any terms.
Support Contact and Communication
The Sovos Client Support team hours are Monday through Friday from 8:00 am to 8:00 pm (EST).
Sovos AutoFile utilizes Sovos' Client Portal as the sole means of client communication. All service or assistance requests related to AutoFile must be submitted as a case through the Client Portal. Clients must designate one primary contact for AutoFile Services. It is the Client's responsibility to notify Sovos of any changes to the primary contact information.
The Sovos Client Portal can be accessed via this link: Support | Sovos
| Sovos responsibility | Client responsibility | |
|---|---|---|
| Data delivery and reconciliation | 1. For data provided within the specified period (Before 6th day of the month) Sovos assumes responsibility for ensuring the prompt filing and payment of obligations to all relevant state and local jurisdictions, based on the details submitted by the Client. | 1. The Client is responsible for importing all orders and invoices into ShipCompliant to ensure accurate filing before the 6th due date. |
| 2. If the Client fails to deliver data on time or submits incomplete information, Sovos will defer filing until the missing or corrected details are received. This delay could affect the timeliness of filing and payment, potentially incurring penalties and interest from state agencies. | 2. The Client must input orders and designate returns intended for filing through AutoFile as "prepared" by the close of business on the 6th calendar day of the month in which the returns are scheduled for filing. | |
| 3. Any returns not identified as prepared by the established deadline (End of day on the 6th day of the month) will be deemed late. Sovos will make commercially reasonable efforts to address such instances by filing the returns as promptly as possible. | Important Note: Any modifications to order data made after a return has been marked as "prepared" will not automatically update the data on the return filed by AutoFile. Such updates will only reflect if the return is manually recalculated prior to its submission. | |
| Return filing | 1. Once returns have been designated as "prepared," Sovos will process and file the returns in accordance with formats approved by state agencies and/or local jurisdictions, ensuring completion before the specified due date. Filing and payment will be conducted based on the details provided by the Client in their report settings. | 1. The Client is responsible for ensuring that all report settings and filing information are accurate and complete. This includes, but is not limited to, filing frequencies, license and registration numbers, state account setup, and login credentials. Additionally, the Client must provide any authentication codes requested by Sovos to facilitate filing. |
| 2. Sovos will make commercially reasonable efforts to address issues that may hinder filing, including but not limited to incorrect login credentials, incomplete state account setup for e-filed returns, or invalid filing frequency. However, it is the Client's ultimate responsibility to provide the necessary information to meet filling deadlines. | 2. The Client will bear responsibility for any penalties or interest resulting from late filings caused by missing or inaccurate report settings or information. | |
| 3. If the Client does not provide the missing information by the conclusion of the filing month, Sovos will cancel the return. | Important Note: Changes or adjustments to return settings made prior to the 6th day of the month will be applied to the current month. Adjustments made on or after the 7th day of the month will take effect in the following month. Regarding amendments, it is the client's responsibility to ensure that all data is accurate and complete. If an amendment becomes necessary, we will evaluate the situation on a case-by-case basis to determine whether we can assist with amending the return in question. | |
| Funds transfer | 1. Sovos holds the responsibility for initiating payments directly to the agency from the Client's designated bank account within ShipCompliant. Access to the bank account information stored in ShipCompliant will be limited to authorized Sovos personnel. | 1. The Client will supply Sovos with the necessary bank account information within ShipCompliant. It is the Client's responsibility to ensure that adequate funds are available for transfer. Any penalties or interest arising from insufficient funds and/or returned checks fees will be the sole responsibility of the Client. |
| Filing and payment confirmations | 1. Once Sovos has filed the return and completed the payment, confirmation pages will be uploaded to ShipCompliant. Additionally, Sovos will note any adjustments made to the amount due within ShipCompliant, including changes resulting from rounding or applicable timely filing discounts. | 1. Confirmation documents and payment history are available for review in the "Accounting" tab and the "Reports" section of ShipCompliant. |
| Important Note: Returns displayed under the "Filed" section in the State Reports tab are not considered filed unless confirmation is provided in the comments or accounting tab. Additionally, if the comments contain the phrase "Filed by Representative Name" it indicates that the return has been filed. |
We are here to help, have a question?
For any questions about data/order information, ShipCompliant settings, or generating reports, please contact the ShipCompliant Support team via the Support Client Portal.
For any questions about notices and submitted returns, please contact your Autofile representative in your monthly case.
Appendix A: Return Filing
On the 7th day of the month, clients will observe that all returns marked as "Prepared" in the State Report tab are moved to a section labeled "Active & Complete". If a return appears in this section, it signifies that it has been transferred to the AutoFile Representative queue; however, this does not confirm that the return has been filed.
Returns and/or payments remitted by physical means (paper form and/or check) are fulfilled by our print vendor. Items are mailed using USPS first-class mail. Sovos and its vendors are not responsible for items lost in transit, postmarked / considered as late by the receiving jurisdiction for issues beyond Sovos' control.
To verify whether a return has been filed, clients should review the comments associated with the return. Two key indicators include:
- Filed by X Rep
- This notation identifies the AutoFile representative who filed the return.
- Return and Payment Confirmations
- Documents attached to a comment that indicate the return has been filed. Additionally, confirmation can be accessed through the accounting tab.
Important Note: The filing of returns is completed in accordance with their due dates. The team ensures that all returns are submitted on or before their assigned due date. However, the AutoFile team reserves the right to file returns according to workload and is unable to guarantee a specific filing date for any specific return.
Appendix B: Confirmations
Sovos retains confirmations after submitting each return. These confirmations reflect the details provided by the relevant state and/or local jurisdiction. They include the following:
- Naming conventions for filing or payment confirmations in ShipCompliant typically feature the client's name, return name, filing period, and either a return or payment confirmation. For example: [Business Name] _IN_ST-103_201610_ReturnPaymentConfirmation
- PDF versions of mailed or paper-filed returns, along with a PDF of the accompanying check, can be accessed in the "Accounting tab" in ShipCompliant.
Appendix C: Authentication Codes
Authentication codes are a security feature introduced by states to prevent unauthorized access to state accounts. When logging in, an authorization code is sent to a registered phone number or email address. Sovos requires access to these codes to file returns and process payments on your behalf.
When feasible, Sovos will redirect the code to its internal email address (SAF@sovos.com). Clients may opt to retain their email address on file, in which case Sovos will request the code whenever necessary. Sovos is not responsible for any penalties or interest caused by delays resulting from unavailable authentication codes.
Appendix D: Late Returns and backfiling
Returns not flagged as prepared by the deadline are deemed late. Sovos will make reasonable efforts to file these returns promptly. Important Note: The sixth day of each month is the deadline.
Please note that the Autofile team prioritizes on time, the current period returns over late or backfilling submissions. This may cause delays in processing late or prior period returns. Autofileaims to complete all remaining late returns and backfilling by the month-end.
Steps to generate missing returns or backfilling in ShipCompliant:
- Navigate to Reports -> Reports Settings -> Edit next to the applicable report. Choose Create reports for a specific date range to generate reports.
- After generating the report, return to the Reports tab. Recalculate and mark all relevantreturns as Prepared. Once marked, the returns will be queued for submission as soon as possible.
Appendix E: Penalties
Sovos will evaluate the reimbursement of any penalties that are the result of a Sovos driven delay, to the extent the Agreement allows. If reimbursement is deemed necessary, it will be sent via check to the Client. The Client remains responsible for the payment of any taxes due. If the late submission was due to delays or errors on the Client's side, including but not limited to late provision of necessary documentation or inaccurate information, Sovos will not be responsible for penalties and interest charges.
Any additional interest that is accrued by the state due to delay ed P&I payment will fall under the Client's sole responsibility.
Appendix F: FAQs
- What is an authentication code?
- A security code sent to an email/phone number registered on Client's state account that grants access to an unrecognized computer.
- How do I view and edit my subscriptions?
- ShipCompliant: Reports --> Reports Settings
- How do I recalculate a return?
- ShipCompliant: Reports --> Reports --> Select specific return and select the recalculate button.
- How do I mark a return as prepared?
- ShipCompliant: Reports --> Reports --> Select specific return and click mark as prepared. Once prepared, the return will be sent to Sovos' filing system to be submitted.
- Where do I edit/update my login information for state accounts?
- ShipCompliant: Reports --> Report Settings --> Edit --> Edit Subscription next to applicable return/state account
- How do I change my reporting frequency for a return?
- ShipCompliant: Reports --> Report Settings --> Edit --> Edit Subscription
- How do I know a return has been filed?
- ShipCompliant: Reports --> Reports --> Select specific return under Filed section to reveal confirmation information. If the report only displays Autoconfirmed, it has not been submitted yet but is in Sovos' filing system.
- How do I generate a needed return?
Step 1: Reports --> Report Settings --> Edit next to applicable Report --> Create reports for a specific date range to generate reports.
Step 2: Once the report is generated, go back under the Reports tab, recalculate and mark all applicable returns as Prepared. Once prepared, the return(s) will be sent to Sovos' system to be submitted as soon as possible.
- Why are my returns marked as Fix?
- A return marked with the Fix button means that necessary information required for filing is missing in ShipCompliant, and this is preventing the return from being marked as prepared and sent to the filing system. Examples: Missing license, missing login information, etc.
- Can you amend a return for me?
- The Client can use ShipCompliant to update their orders and generate a PDF copy of the corrected/changed return to amend the return on their own.
- Can you set up my account on the state website/ShipCompliant?
- No. Sovos is not responsible for setting up state accounts. Clients must have online accounts set up before filings can be submitted.
- What does the state need from me?
- Clients need to communicate with the state on behalf of their business to assess reporting requirements and state account related issues.
- Can you pay the balance on my state account?
- Clients are responsible for any reconciliation activities needed with the state. AutoFile is only responsible for payments related to filings.
- What frequency/returns should I be filing for each state?
- Clients should contact the state to verify their reporting requirements.
- My returns were marked as prepared after due date; will they still get filed?
- Yes, the returns will be filed but may not be filed on time. AutoFile must prioritize returns that are pulled in on time first before getting returns marked as prepared after the due date.