Tax Exempt
Tax Exempt
However, if you are an exempt entity, you can place your orders with full confidence knowing that any tax collected will be promptly refunded upon verification of your documentation.
Our Authorization and Refund Process
When placing an order, our system will initially authorize the card provided, which may appear as “Pending” on your financial portal. Once we receive your exemption certificate—ideally in PDF format—proving your status in the specific “Ship To State,” we will finalize the transaction for the net amount, excluding tax. If you require additional time to produce your documentation, please note that we offer tax refunds for up to 15 days from the order date.
Checkout Control Options
For your convenience, you will find a dedicated “Tax Exempt” checkbox during the checkout process. Upon selecting this, you can choose to either “Process and Refund,” which allows us to ship your order immediately while documentation is pending, or “Hold for Removal,” which prevents the order from advancing until the sales tax has been manually removed by our billing team.
Registration for New Customers
The process for new customers begins by registering an official account on our website. After registration, please email your tax exemption documentation to store@xolatech.com, including your registered email address or order number. We typically update account statuses to “Exempt” within 20 to 30 minutes during standard business hours, ensuring any tax charged is promptly refunded.
Guidance for Returning Customers
Returning customers who have previously been exempt should follow the same protocol if shipping to a new state, as we must verify documentation for each specific jurisdiction. Simply send an email with your updated documentation to admin@xolatech.com. Most returning customer updates are completed within one hour during normal business hours to minimize any delay in your procurement process.
Multi-Jurisdictional Exemptions
For organizations exempt in multiple states, we recommend submitting a single Multi-Jurisdictional Exemption form. Due to the detailed nature of these filings, we will apply the documentation to new states as your orders are placed. This ensures that as your business expands its reach, your tax-exempt status remains consistent and correctly applied across all shipping destinations.
Important Deadlines and W-9 Access
Please be advised that you have a 90-day window from the date of purchase to request a tax refund via our administration email. Any requests for refunds on orders older than this period must be directed to your respective state department. If you require our W-9 form to complete your internal records or to process our exemption documentation, it is available for immediate download through the link provided below.
