AutoFile policies

With an AutoFile subscription, our Sovos team will handle all the necessary paperwork for sales and use tax filings, excise tax filings, gallonage reporting and shipment reporting. You'll 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. For more, see All about AutoFile.

Welcome to ShipCompliant AutoFile Services!

We are pleased to provide your Sales, Use, and Excise Tax Filing and Remittance services. This document defines the policies and procedures associated with this Sovos service and outlines both Sovos and Client responsibilities for processing of Client's Sales, Use, and Excise Tax and Gallonage information through ShipCompliant. Client's failure to follow these policies and procedures may result in the assessment of penalties and interest by revenue agencies/jurisdictions against Client and all such penalties and interest shall be Client's sole and exclusive responsibility. The policies and procedures set forth in this document may be changed or modified from time to time by Sovos, in its sole discretion. Sovos will use reasonable efforts to notify Client of any changes or modifications and Client shall have 30 days from Sovos' notice to comply with any new, changed, or modified policy or procedure. The most current version of these policies and procedures is available upon request.

Description of Service

Sovos provides Sales, Use, and Excise Tax return filing and payment remittance on behalf of Sovos' clients to US state and local government agencies. As part of the service, Sovos provides Clients with electronic copies of the tax returns and checks remitted for paper filings in ShipCompliant. Sovos also provides electronic filing and payment confirmations for those items remitted electronically. Sovos processes the information provided by clients in ShipCompliant for returns filing and Sovos will report/file the tax amount.

Sovos' AutoFile Service offering does not include audit support services or jurisdictional notice handling services. Client must retain detailed tax information as well as copies of the returns for their records to support any future audit or notice resolution. Adhering to Sovos' recommended monthly reconciliation process, as defined within this document, may reduce the potential risk of audit issues or agency notices.

General information

Service Commencement Date: Sovos begins processing returns on the 7th day of each month for returns configured for AutoFile.

Sovos is closed for business on the following U.S. holidays: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day After Thanksgiving, and Christmas Day. Additionally, Sovos observes all Federal Reserve banking holidays, and such holidays are considered non-business days with respect to determining payment processing settlement.

Client Support: The Sovos Client Support team hours are 6am - 6pm (MST) Monday through Friday, excluding Sovos Holidays. Contact Client Support by logging a case via email to shipcompliantsupport@sovos.com or by calling in at (978) 527-1228.

Prerequisites for Client 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:

  • Client has a current and fully executed Agreement in place with Sovos.
  • Client's supported products and/or services have not been suspended pursuant to the governing Agreement.
  • The supported products and/or services are being used in accordance with the terms of the Agreement and the Client is not in breach of the Agreement.

Support contacts and communication

Sovos utilizes a ticketing/case system as one of the primary means of Client communication. Requests for service, assistance and/or any filing needs are required to be created via a support request by emailing shipcompliantsupport@sovos.com. This will generate a case thread for all communications relating to the subject matter at hand.

For questions that arise throughout the filing period, Sovos will initiate a case on Client's behalf for all related communications. We recommend designating a primary and at least one secondary contact for all filing-related matters.

 

 

Sovos responsibility 

Client responsibility 

Data delivery and reconciliation 

For data received within the specified timeline, Sovos is responsible for timely filing and payment, based on the information provided by Client, to all state & local jurisdictions. 

 

In the event Client’s data is not received timely, or if the information received is incomplete, Sovos will hold off on filing until completed information is provided which may impact timely filing and payment.

 

Any returns not marked as prepared by the deadline will be considered late and Sovos will use commercially reasonable efforts to file these returns in a timely manner. 

Client is responsible for the import of all orders/invoices into ShipCompliant for filing prior to the 6th due date. 

 

Client to mark returns to be filed by AutoFile as prepared prior to the end of the business day on the 6th calendar day of the month in which the returns are to be filed.  

 
Note: Changes to order data after a return has been marked as prepared will not result in changes to data on the return to be filed by AutoFile unless manually re-calculated before the return is submitted. 

Return filing 

Once returns have been marked as  
prepared, Sovos will file the returns in a manner accepted by state agencies and/or local jurisdictions prior to the due date of the return. Sovos will file and make payments in accordance with the information provided by Client in its report settings.  

 
Sovos will use commercially reasonable efforts to follow up on missing/inaccurate information preventing filing, such as inaccurate login credentials, incomplete state account set-up (for e-filed returns), or an invalid filing frequency, but Client is ultimately responsible for providing information needed to meet deadlines.  

If Sovos is not contacted by Client with missing information by the end of the filing month, Sovos will cancel the return. 

Client is responsible for maintaining accurate and complete report settings and filing information including, but not limited to, filing frequencies, license and registration numbers, state account set-up, and login credentials. Client is responsible for providing authentication codes requested by Sovos for filing. 
 
Client will be responsible for any penalties or interest incurred due to late filings resulting from missing or inaccurate report settings information. 

 

Funds transfer 

Sovos is responsible for initiating the payment to the agency directly from Client’s designated bank account in ShipCompliant. Only designated Sovos personnel will have access to view bank account information stored in ShipCompliant.  

The client will provide Sovos with bank account information in ShipCompliant.  
Client is responsible for ensuring that  
sufficient funds are available for transfer.  
The client will be responsible for any penalties or interest incurred as a result of insufficient funding.  

Filing and payment confirmations 

After the return is filed and payment is made by Sovos, Sovos will attach confirmation pages in ShipCompliant.  

Sovos will indicate in ShipCompliant any adjustments that were made to the amount due, such as rounding or timely filing discounts. 

Confirmations and payment history can be accessed in the Accounting and Reports pages of ShipCompliant. 

 

Any questions during the month? We’re here to help! 

For any questions related to data/order information, ShipCompliant settings, or generating reports, please contact the ShipCompliant support team at (978) 527-1228 or shipcompliantsupport@sovos.com 

For any questions about notices, submitted returns, or state account problems, please contact your Autofile representative in your monthly email thread, or email the Autofile team at ship-autofile@sovos.com.

Appendix A: Confirmations

Sovos saves confirmations after electronically filing each return. The information contained in confirmation is in accordance with the information provided by the applicable state and/or local jurisdiction. This typically includes the following information:

  • User login
  • Confirmation number
  • Tax type
  • Due date
  • Filing period
  • Filed date

Typical naming conventions for filing and/or payment confirmations provided to Client by Sovos in ShipCompliant including the Client name, the return name, the filing period, and then return or payment confirmation.

E.g. [Business Name]_IN ST-103_201610_ReturnPaymentConfirmation

PDF copies of all mailed/paper-filed returns can be downloaded in the Accounting tab in ShipCompliant, along with a PDF copy of the check that was mailed with the return.

Appendix B: Authentication codes

Authentication codes are a heightened security measure implemented by states to prevent unauthorized access to state accounts. When attempting to log into your state account, the site will automatically send an authorization code to a pre-designated phone number or email address. Sovos will need access to these codes in order to file returns and make payments on your behalf.

When possible, Sovos will change the destination of the code to Sovos' internal email address (SAF@sovos.com). Optionally, Clients can request to keep their email address on file, in which case Sovos will request the authentication code each time it is needed for filing. Sovos will not be responsible for any penalties or interest incurred for late filing as a result of missing authentication codes.

Appendix C: Late returns and backfilings

Any returns not marked as prepared by the deadline will be considered late and Sovos will use commercially reasonable efforts to file these returns in a timely manner.

Please note that the Autofile will prioritize timely, current period returns before working on returns prepared late, or back filings for previous filing periods. This may result in delays in return submission for any late returns or backfilings. Autofile will work to complete all remaining fileable late returns and backfilings before the end of each month.

To generate missing returns or back-filing in ShipCompliant:

  • Step 1: Reports -> Reports 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 our system to be submitted as soon as possible!

 

Want more on AutoFile? Check out or recent webinar, AutoFile Subscriber Training – https://event.on24.com/wcc/r/3830073/81870D3668165B35275B43C4E7300E84