Software
Problem
Software is expensive. So, don't go there. Software fees represents an average of only 18% of the Total Cost of Ownership. In ECM, one leading firm spent $2.4 M to build an internal certificate tracking system - and millions more maintaining it. Today, leading organizations are attracted to SaaS as a strategy to cut costs, improve service delivery with higher ROI and faster implementations.
Solution
CertCapture is offered in a new and predictable cost model that includes everything that would go into a successful implementation for a low per-unit fee. The list is long and exhaustive, but all of the systems and infrastructure are ready to deliver and use on Day One! As for the technology, CertCapture is web-based with configurable roles and responsibilities to reflect your organizational structure. CertCapture's database runs on DELL enterprise Servers and are built for speed without sacrificing function. CertCapture is hosted in a SAS-70 compliant Data Center with fail-safe disaster recovery systems and back-up power systems to keep running smoothly no matter what.
Cost Control
Problem
Tax Departments historically are not endowed with large automation allowances or head count, for that matter. So, the highest priority items get the most attention and things like Exemption Certificate Compliance falls down the list. Meanwhile, Audit assessments are bottom-line expenditures and software-only systems have tremendous hidden staffing and IT costs inherent to these projects.
Solution
The Good News is that while the costs of FTE and Temporary Labor have soared, costs for efficient and effective systems have not. And, Exemption Certificate Solutions are beginning to make their way on the radar screen for budgetary attention. It is clear that the type of solution with the lowest long-term fees and most predictable fee model is a SaaS-based solution, managed by experts - like CertCapture. CertCapture is also proven to be the highest quality, fastest to implement, lowest risk, and most compatible solution, too.
Compliance
Problem
Sales and Use Tax Exemption Certificate regulation compliance and Sarbanes-Oxley compliance are both of a vital importance to a company's standing with regulatory authorities. But, maintaining high compliance levels has been traditionally perceived as difficult and expensive. Partial compliance is hardly an option with Auditors' data-mining.
Solution
Maximize both external and internal compliance levels at the same time -- with the same solution. CertCapture, which is built for audit scrutiny, complies with all the applicable regulations and jurisdiction laws in taxable states. Former State Auditors designed the system, which can monitor and manage compliance levels. Advanced exposure reporting provide real information to trigger collection efforts with optional email, fax, or mail campaigns. Retailers have even more options.
Process Improvement
Problem
One of the most difficult dilemmas in Exemption Certificate Management is Process, because it involves multiple departments and sales transactions that must not be interrupted. Companies struggle with software alone as they are many times inflexible and hard to integrate smoothly into existing systems.
Solution
Choose a solution with a minimal impact on your various departments existing processes, yet one that gives them real tools to improve their productivity. Add a Certificate specialist to your staff with the CertCapture approach and begin to see real results fast. CertCapture is configurable to fit into your work flow, adding intelligence and integrity to the process. CertCapture's flexible output is easily integrated with existing systems such as SAP, Taxware, etc.
Time Management
Problem
The time it takes to properly collect, sort, validate, scan, map, analyze, mail, re-mail, and pull certificates for audits can be overwhelming. Even with software alone, lots of wasted time is spent on mundane tasks when those valuable resources could be accomplishing other worthwhile duties. Software alone involves long delivery time-frames that sometimes never reach the intended goals.
Solution
Spend your internal resources on prioritized projects while the mundane and repeatable functions are delegated to a Certificate specialist in CertCapture. Look up Certificates quickly, download real-time information for reporting, and become pro-active in managing certificates. Stop wasting time on implementing or maintaining expensive software packages. Use the results from CertCapture's advanced approach and spend your time more wisely.
Audit Improvement
Problem
The risk has never been greater that your multi-state firm will undergo a Sales Tax Audit. They are intrusive and many times costly because information, such as Exemption documentation is unavailable or invalid. Tax Depts. need a way to be fully prepared without the traditional burdens of a software system.
Solution
Stay compliant and ready for any audit with your certificates accessible in CertCapture's hosted solution. Measure, Reduce, and Monitor your exposure in each state with CertCapture's flexible reporting. Shorten your audit cycles by responding to audits from your centralized, web-enabled system. Use CertCapture's Auditor access to keep auditors from visiting!
Sales Tax Solutions
Today's Sales Tax Audits can penalize companies for even the slightest inconsistencies, omissions or errors in their Exemption Certificates - if they have them at all. Missing Certificates cause either a "Fire Drill" of hurried contacts to customers, or attempts to minimize the impact. Any of these scenarios are inefficient and unnecessary, not to mention costly. The bottom line is that the same old ways of gathering and storing certificates is probably the wrong road. No one likes surprises. So, how is the best way to inventory, track, and manage exemption certificates?
CertCapture is the proven solution - CertCapture actually solves this issue--rather than just throw software at it. CertCapture is a solution that includes the needed services to complete the job and keep it current on an on-going basis. Enjoy the advanced automation and efficiencies of Web-based access to your database of Exemption Certificates that is easily searchable and scalable. Use the standard reporting options or download to Excel and create unlimited custom reports.
State Regulation Compliance - CertCapture provides the rare comfort of knowing (and correcting) Sales Tax Audit exposure levels. Reports show precisely where you're exposed and the value of that exposure. SOX Compliance is also documented. Why risk penalties and assessments in your next sales tax audit? CertCapture allows the Tax Manager to provide state auditors with exemption certificate data easily.
Use Tax Solutions
Today's Use Tax Audits often result with evidence that use tax underpayment has occurred routinely in large organizations. No one likes surprises, and these results can have a significant financial impact. So, how is the best way to control the issuance of exemption certificates from well-intentioned Purchasing and Accounts Payable staff?
CertKeeper is the preferred solution - CertKeeper is a web-based software tool that allows Corporate Tax Departments to take control of their Use Tax Certificates. It is easy to set-up and easy to use and the results are predictable. Specific vendors get specific Certificates where authorized, but otherwise - Tax is paid through the normal channels. CertKeeper puts the controls in place without adding onerous burdens on the Tax Department, Purchasing, IT or Administrative resources. CertKeeper allows Tax Professionals to establish controls over Certificates and Direct Pay permits issued by Accounts Payable and/or Purchasing. CertKeeper serves as a convenient layer of auditable and re-usable information which is useful in audits and also minimizes the need for time-consuming use tax accruals, too.
Retail Solutions
Today's Sales Tax Audits can affect Retailers in significant ways. Penalties resulting from a lack of valid Exemption Certificates (EC) on file are common, yet a more severe assessment for retailers are often extrapolated from small samples, so the certificate area becomes more important than ever to maintain accurate records centrally. Meanwhile, your retail customers expect their tax-exempt transactions to be processed quickly and smoothly.
CertCollector answers the dilemma - CertCollector pro-actively prompts for certificates and automates the process in a distributed environment. CertCollector works either WITH your POS or independently to gather these important documents easily. CertCollector has built-in areas for client configuration to assure a fit into any retailer's sales process and technology. CertCollector is either a distributed Software Application that requires minimal resources, OR a hosted solution requiring no distributed resources. See a flow chart of transaction here.
Easy to use - Certificates are selected from easy-to-follow menu options. All Certificate options are pre-approved and controlled by Corporate Tax Management, and CertCollector includes signature pad options for signature capture.
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