Zamp for Quickbooks Online: Invoicing and Refunds

Calculating and Posting Transactions with Zamp

Certain events in QuickBooks Online can trigger a sales tax calculation. Zamp evaluates factors such as your account configurations, the purchasing entity’s address, and the line-item details in the transaction. The result is a tax-due amount that is displayed in the native Sales Tax box on your transaction.


Zamp's integration with Quickbooks supports tax calculations on:

  • Invoices
  • Recurring Invoices
  • Estimates
  • Sales Receipts
  • Credit Memos

Any edits or cancellations to a transaction record can also trigger a new sales tax calculation event. For example, if you make multiple edits to an invoice, Zamp will automatically update the latest version of that invoice for posting to your Zamp account. This ensures that QuickBooks Online and Zamp remain synchronized on the sales tax liability amounts owed to each state.


Note:

If you attempt to create an invoice that is in a period that has already been filed by Zamp, the date of the invoice will be automatically (by Zamp) moved to the current date. This is to ensure the returns being filed reconcile with what is in the Zamp database.


Reach out to your Zamp representatives if you have questions or concerns about transactions in a past period.


Calculating Sales Tax on Invoices and Posting to Zamp

On Invoices, Zamp will post the transaction to your account on invoice save. However, you can still edit invoices once saved, and those edits will be made in Zamp as well.


  1. Create an invoice as you normally would, by selecting a customer and adding line items to the sale.
  2. Keep in mind the following:
    1. If your product has varying taxability requirements, follow the instructions here to set up your product tax codes.
    2. If your customer is exempt, ensure you follow the instructions here.
  3. Save & Close the invoice.
    1. Under Select sales tax rate, you may see Zamp (0%). You do not need to select this rate for Zamp to calculate taxes.
  4. Once you refresh the page, or reopen the invoice, the Sales tax box should be populated with the Zamp sales tax calculation.



  5. At this point, this transaction will also be posted to Zamp.

Note:

If you aren't seeing sales tax calculated, you may need to manually refresh the invoice page, or it's due to one of the following reasons:

  • The customer is tax-exempt.
  • The products/services sold are tax-exempt.
  • The customer is in a state where you do not have sales tax nexus (no sales tax liability).
    • Check your Zamp account to ensure the state is configured as taxable.
  • The invoice address does not include a 2-letter state abbreviation (e.g., 'OH' instead of 'Ohio') or a 2-letter country code (e.g., 'US' instead of 'United States').

Refunds and Credit Memos

The Zamp Tax app for QuickBooks Online supports Zamp tax calculations and posting for refunds and credit memos.

Posting Refunds and Credit Memos

  1. Create either a Credit memo or a Refund receipt as you normally would, and select a customer and add line items to the sale.
  2. If your customer is exempt, ensure you follow the instructions here.
  3. Save the credit memo or refund receipt.

Within Zamp, these credit memos or refund receipts will generate a new transaction. These transactions will be prepended with:

  • CM- for credit memos.
    • Example: "CM-12345"
  • RR- for refund receipts.
    • Example: "RR-12345"

These transactions will have a negative total, as they are offsetting the original transaction.

Transaction Posting Settings

When the Sync transactions with Zamp setting within the Zamp Connector App is enabled, the integration will post all orders regardless of your nexus status to Zamp.

With the sales data that’s synced to your Zamp account, on an ongoing basis we’ll provide a holistic view of economic nexus exposure, and notify you if you’re approaching or have reached a new threshold based on each state’s specific rules. 

State registrations are also included in our service, so you can simply approve Zamp to get state sales tax accounts set up when and where you need to be compliant.