About Sovos CertManager
A comprehensive exemption certificate management software that reduces audit risk and streamlines compliance.
Sovos CertManager is a specialized software solution that transforms the way businesses manage tax exemption certificates. For companies that handle exempt sales, maintaining valid and up-to-date exemption documentation is a critical component of tax compliance that can lead to significant exposure during audits.
Tax exemption certificates present unique challenges for businesses, particularly manufacturers who create manual invoices. Many certificates expire after a set period, creating a compliance gap when customers return to make repeat purchases with outdated documentation. Without a systematic approach to tracking expiration dates and securing renewals, businesses face either interrupting sales to valued customers or accepting the risk of non-exempt transactions.
Sovos CertManager addresses these challenges by providing a centralized, secure platform for the complete exemption certificate life-cycle. From initial collection and validation to proactive expiration monitoring and streamlined renewal processes, the solution automates time-consuming tasks while ensuring all certificates remain current and compliant through automated email campaigns and customer self-service tools.
Why use Sovos CertManager?
- Reduced audit risk
- Maintains complete, accurate, and up-to-date exemption certificate documentation that can be quickly produced during audits, minimizing potential penalties.
- Operational efficiency
- Automates the collection, validation, and renewal of certificates, eliminating manual follow-up with customers about expiring documentation.
- Customer experience
- Simplifies the certificate submission and renewal process with email notifications and a self-service portal customers can access at their convenience.
- Centralized management
- Provides a single repository for all certificates with expiration tracking, eliminating scattered documentation.
- Proactive compliance
- Automatically identifies expiring certificates and initiates renewal workflows before they affect transactions.
- Tax determination integration
- Works seamlessly with Sovos Global Tax Determination to ensure the correct application of tax exemptions based on certificate validity status.
How Sovos CertManager works
The Sovos CertManager platform delivers comprehensive exemption certificate management with a straightforward workflow.
- Certificate collection
- Gather certificates through multiple channels: email customers directly from the platform with customizable templates, allow customers to upload certificates via a self-service portal, or import existing certificate repositories.
- Validation and storage
- The system validates certificates against requirements and stores them in a centralized database with expiration dates flagged for monitoring.
- Integration with tax systems
- CertManager connects with tax determination engines to ensure that exemptions are properly applied only when backed by valid, non-expired certificates.
- Renewal management
- The system automatically tracks certificate expiration dates and triggers customizable email campaigns to customers when renewals are needed, providing access to the self-service portal for easy updates.
- Audit support
- When facing an audit, quickly search, compile, and export certificates for tax authorities, demonstrating a systematic approach to maintaining current exemption documentation.
Throughout this process, the platform provides complete visibility into your certificate inventory with dashboards that highlight expired or soon-to-expire certificates and track renewal progress. This proactive approach ensures continuous compliance for manufacturers and other businesses that process exempt transactions.
Key features
- Automated renewal system
- End-to-end management of certificate expirations with configurable email campaigns and a self-service customer portal that works together to maintain valid documentation.
- Centralized digital repository
- Secure, searchable database that eliminates paper storage and fragmented systems while providing instant access to certificate images and data.
- Business system integration
- Seamless connections with ERP, CRM, and tax calculation engines including Sovos Global Tax Determination to automate exemption application at the transaction level.
- Comprehensive audit tools
- Customizable reporting and export capabilities that allow rapid response to audit requests with complete, well-organized documentation.
- Flexible deployment options
- Available as software-only or with optional managed services where Sovos experts handle your entire certificate life-cycle.