What are Zamp's Filing Approval E-Mails?

Part of onboarding with Zamp includes determining when we'll first file for you. During the beginning of the first month we'll be filing sales tax on your behalf, you'll receive your very first filing approval e-mail.


In this Article:

What are filing approval e-mails?

Filing approval e-mails are our way of reaching to you each month to let you know:

  • Which states have filings due,
  • What the periods for the states due are; and
  • How much sales tax we've estimated you owe for the period.

1.) The Subject Line, Recipient(s), and Sender

  1. Subject line
    1. The subject line will always read "Zamp - [MMMM] [YYYY] Sales Tax returns for [BUSINESS_NAME]".
      1. Some users may have multiple business entities that Zamp will file for, which also means that you'll receive a separate filing notice for each. The [BUSINESS_NAME] property will always be the company's legal business name, and not a d/b/a (doing-business-as).
  2. Recipients
    1. During your start with Zamp, one of the questions an Onboarding Manager will ask you is, "Who should receive filing notifications?" We can include as many recipients as you'd like.
      1. Commonly, there's a shared inbox that you would like to receiving filing approval emails to. For example, "accounting@[BUSINESS_NAME].com".
    2. If the recipient ever changes, just reply to your filing notice and let us know, or reach out to support@zamp.com.
    3. All active users within your Zamp account will receive the filing approval emails.
  3. Sender
    1. Filing notices will always come from support@zamp.com. Its important you prevent these emails from being flagged as spam or blocked by your email filters.
    2. We suggest adding support@zamp.com to your address book(s).

2.) The Month and Year Returns are Due

  1. Returns due in [MMMM]
    1. This banner references the month the returns are due.

3.) Recipient Instructions

  1. Recipient instructions
    1. This section contains important steps to take when you receive your filing notice. It includes:
      1. The number of states we'll be filing for you for the month.
      2. Click the 'Review filings' button to view the tax due estimate per state, within your Zamp account.
      3. Ensure you have enough funds in the account we'll be drawing state liability from.
      4. Instructions that if we don't hear from you, we'll begin filing for you three business-days after the notice was sent.

When to Expect Filing Approval E-mails

Timing

Zamp filing approval emails can be received at any time on or after the 1st of each month, and at any hour of the day.


We aim to have all filing approval emails sent to folks no later than the 5th of the month, but this largely depends on when we can verify we have all of your data, and whether or not either a holiday or a weekend falls between the 1st and 5th.

Have a problem?

All Zamp customers have three business days (not including US federal holidays or weekends) from receiving the approval email to let us know if they need to pause.


If a Zamp customer does need to pause filing returns for any reason, please respond or reach out to support@zamp.com as soon as possible. Any response to a filing notice other than giving us the all-clear will prevent our team from processing your filings.

4.) The "Review Filings" button

  1. We give you a convenient button to visit the Zamp app for final verification of the estimated tax due for your filings.
  2. On the page, you'll have the option to let us know we're good to proceed by clicking the 'Approve All' button. This saves you the effort from even having to reply to us!

Giving Us the All-Clear

Everything Look Good?

We love hearing from you month to month, particularly if there aren't any concerns with the numbers! This lets us ensure we can take advantage of any state timely filing discounts, and helps us keep your compliance on-track with states you collect and remit in.


You can either:

a.) (Preferred) click the Review Filings button and confirm on the visited page; or

b.) Reply to your filing approval e-mail and let us know we're all clear.


5.) States, Periods, and Estimated sales tax

  1. States:
    1. Each state where a filing is due is listed on each row, along with a description of the period.
      1. This may not include all states your business is liable in. Just the periods that currently have filings due.
        1. For example, if you have to file an annual return in Maryland for the year, you wouldn't receive a filing notice in any other month except January.
  2. Periods for state can be indicated as any of the following:
    1. [MONTH] - [YYYY] - This indicates a monthly filing frequency for the state. Example: June 2024.
    2. Q[1-4] [YYYY]- This indicates a quarterly filing frequency for the state. Example: Q2 2024.
    3. Q[1-4] [YYYY] [MONTH] prepayment - This indicates quarterly prepayments. Specific to some states that have a merchant on quarterly filing frequencies, but that require monthly prepayments. Example: Q2 2024 Apr prepayment.
      1. Q[1-4] [YYYY]: Return - This indicates the quarterly filing after 2 prepayments.
    4. H[1-2] - This indicates a semi-annual filing frequency for the state (mostly due in July and January). Example: H1 2024
    5. [YYYY] annual - An annual filing frequency. Example: 2023 annual.

Marketplace Facilitators and Sales Tax

Even though there might be sales tax displayed on your transaction records from Amazon, Walmart, eBay, or other sales channels that act as marketplace facilitators, we will not include this as part of your estimated liability to a state.


Marketplace Facilitators are legally obligated to retain sales tax collected from your sales on their platform, and remit sales tax on your behalf. However, you are still required to record and report these sales to states.


Still have questions? See our resource center for more details: Marketplace Facilitator Sales Tax Explained

6.) Letting us know if you have any questions or issues

    1. If you have any issues with the tax due estimates, concerns about remittance, or other questions related to the filing approval e-mail, just reply to your filing approval e-mail and ask us to pause filings. Please also include your questions or issues.
    2. Any reply to a filing approval e-mail other than confirmation that we're good to file will prevent our team from having filings under way until we address your issues.