Exemption Certificate Management (ECM) lets you upload your customers' exemption certificates directly into Zamp, where they're read automatically, matched to a customer, and tracked against each state where that customer is exempt. This guide covers uploading, processing, statuses, and reviewing certificates that need your attention.
ECM is a subscription add-on. Contact your account manager or email [email protected] to enable it for your account.
Quick start
Go to Exemptions in the left sidebar.
Click Upload certificates in the top-right corner.
Drag and drop your files, or click to browse.
Click Upload to start processing.
Track progress in the status banner. You can close the drawer — processing continues in the background.
Certificates that pass validation are filed immediately. Anything that needs your input appears in the review queue.
Key terms
Exemption certificate — a PDF a buyer provides to you verifying that they're exempt from sales tax in specific jurisdictions.
Seller vs. buyer — you are the seller. Your customers are the buyers.
Tax obligation — the underlying state requirement (whether a buyer is exempt in a given state). The certificate is the proof of that exemption.
One certificate can cover multiple obligations. For example, a single SST certificate covering CA, TX, and FL represents three obligations, and each state can be compliant, expiring, or expired independently of the others.
Uploading certificates
Starting an upload
From any tab in the Exemptions module — Dashboard, Customers, or Certificates — click Upload certificates. The upload drawer opens on the right side of your screen.
Adding files
You can add files two ways:
Drag and drop files from your computer into the drawer.
Click to browse and pick files from your file picker.
File requirements
Format: PDF only.
Size: 10 MB maximum per file.
One certificate per file: each exemption certificate must be saved as its own individual PDF. Combining multiple certificates into a single PDF will cause processing errors.
Bulk uploads: you can select and upload large batches of single-certificate PDFs at once.
What happens after you upload
Upload starts. Your file is moved to secure storage and the status banner shows real-time progress.
Zamp reads the certificate. We extract the customer name, exemption type, certificate type, state locations, and effective and expiration dates, across 38 supported form types.
Validation. Certificates with clean, complete data are validated automatically and filed straight to the Customers and Certificates pages. Certificates with incomplete or ambiguous data are routed to the review queue with the specific issue flagged.
Obligation and expiration statuses
Compliant / Exempt — a valid, active certificate is on file for that state.
At risk in 1–30 days / 31–60 days — the document is still valid but approaching expiration. Request a replacement soon.
Expired — the document has passed its expiration date, and the exemption is no longer defensible for that state.
No expiration / No risk — the state doesn't require periodic certificate renewal.
Missing certs — tracking is on for that state, but no supporting certificate is attached yet.
Closed — tracking has been turned off for that state location. History is retained.
Reviewing certificates that need attention
When a certificate needs a human look, you'll see a yellow alert banner ("Incomplete exemption certificate need attention") or an "Action needed" widget on the dashboard.
Click Review information on the banner or widget.
Review the high-level details alongside the specific flagged items — for example, missing type, missing signature, unrecognizable date, or blurry document.
Select an item and click Edit to view the original PDF side by side with the extracted data.
Correct any fields, then click Update and approve.
Managing customers and tracking
Automatic creation — customers are created and assigned automatically as certificates are processed.
Manual add — click + Add customers to configure customer tracking, states, and effective tracking dates yourself.
Inactive customers — mark buyers you no longer do business with as Inactive to stop tracking them while preserving your historical audit records.
Customer list view
A list of all your customers, where you can search and filter by buyer details, exemption type, location, and status.
Customer details view
Expand a customer to see their details, their Obligations, and a Certificates section listing every file on record for them. You can edit individual customer details here.
Certificates tab
See every exemption certificate on file by type, customer, and state expiration. Filter by exemption type, certificate type, and expiration range, or search by customer name and details.
Troubleshooting
Problem | Cause | Solution |
Bulk upload fails or breaks | Multiple certificates were combined into a single PDF. | Split the document so each certificate is saved as its own individual PDF file. |
Customer labeled as a "New" duplicate | The name or ID on the certificate differs from the existing record in your system. | Check the spelling, or manually edit the customer name during the review step. (A customer merge feature is coming soon.) |
Subscription limit warning | You're nearing or have exceeded your plan's storage limit. | Uploads aren't blocked, but contact your account manager to upgrade your tier. |
Frequently asked questions
Where do my uploaded certificates go?
Clean certificates are auto-approved and appear immediately under the Customers and Certificates tabs. Certificates with missing details go to the review queue.
Can I delete a certificate?
Yes. You can delete a draft or invalid certificate directly from the review modal or the Certificates list.
Can I export my certificates?
Export functionality is in development and will be available soon.