US Sales Tax Exemptions: Navigating MailerLite’s Process

Navigating US sales tax exemptions as a MailerLite user can feel overwhelming, especially for non-profits and businesses. The rules, paperwork, and requirements vary by state, making it confusing to determine exactly what the organization needs. Miss a step or use the wrong certificate, and businesses risk surprise tax bills or penalties down the road. That is why making sense of sales tax exemptions is so essential, not just for saving money but also for staying on the right side of compliance. 

For MailerLite users, this process is even trickier because the company’s policies require users to handle exemptions directly by providing the required documentation, even though its public information on the process is limited. In other words, the responsibility is on taxable persons. 

This article explains how US sales tax exemptions work, why each state’s rules matter, what types of certificates organizations might need, and how eligible businesses can submit proper paperwork to MailerLite. Moreover, the article will also provide practical tips to avoid common mistakes and keep tax records audit-ready. 

What Are US Sales Tax Exemptions and Why Do They Matter?

First, let's clarify what US sales tax exemptions are. These exemptions allow certain buyers to avoid paying sales tax on qualifying purchases. That is a big deal for non-profits, government agencies, and even some businesses, because it helps keep costs down legally. The bottom line: organizations must meet strict requirements and use the correct certificate to skip sales tax. Blanket assumptions can lead to compliance headaches.

Some common groups and purchases that may be exempt include charitable or educational organizations purchasing for official use, government agencies, and businesses buying goods for resale or qualifying use, such as manufacturing.

Knowing the Types of Sales Tax Exemption Certificates

Choosing the proper exemption certificate is non-negotiable for compliance. There is no one universal document for US sales tax exemptions. Quite the contrary, each one serves a specific purpose, and using the wrong type can invalidate a taxable person's claim. However, there are several things to keep in mind to help individuals and businesses stay compliant. 

Those buying goods for resale should look for Resale Certificates. Exempt organizations, such as nonprofits, religious groups, schools, or government bodies, should obtain and provide to sellers the Entity-based certificate. When buying items for use in manufacturing, R&D, or similar qualifying activities, taxable persons should have a valid Use-based Certificate. Finally, Direct Pay Permits allow some buyers to pay sales tax directly to the state.

And remember, taxable persons need a separate certificate for each state in which they want exemption status. It is not a “one and done” process. 

Each State Has Its Own Rules—And That Changes Everything

When operating in several states or buying for multi-location teams, taxable persons should be at their highest alert. US sales tax exemptions are handled at the state level, so every state where they operate may have different forms, rules, and renewal periods. Using, say, Ohio’s STEC-B certificate for a purchase in Utah will not work.

To put things into another perspective. When operating in Ohio, businesses must use the STEC-B Blanket Exemption Certificate. For the same purposes, Utah requires the TC-721. Other US states have their own forms. Using an outdated form, the wrong type, or missing a renewal deadline can turn an “exempt” purchase into an expensive mistake. Staying organized is essential.

How MailerLite Manages US Sales Tax and Exemptions

MailerLite’s approach to US sales tax is straightforward: taxes are added at checkout based on users' locations, and exemption requests are users' responsibility. If the organization qualifies for a US sales tax exemption, it must provide the correct paperwork directly to MailerLite’s support or billing team. There is no one-click exemption, and MailerLite’s public documentation is pretty thin on the details.

To navigate this process successfully, businesses must identify their exemption status and state requirements, gather the correct, fully completed certificates, and send all documents to MailerLite promptly, before paying their invoice. Additional consideration is to contact MailerLite support to confirm how to submit the certificate. This direct communication reflects the industry standard for SaaS providers.

Best Practices: Keep Exemption Certificates Audit-Ready

Managing exemption certificates is not just about submission. It is also about being ready if the paperwork is ever reviewed. Failing to keep records, track renewals, or update entity information can lead to costly penalties if taxable persons are audited.

Easy steps to stay on top include keep digital records of every exemption certificate submitted, including copies of email confirmations from MailerLite, track all certificate expiration dates and renewal deadlines on a simple spreadsheet, double-check that the certificate information matches organization’s registered address and tax ID, and review and update documentation at least once a year, or whenever operating in a new state. Taxable persons using a provider for certificate storage must ensure the provider meets regulatory standards. 

US Sales Tax Exemptions vs. VAT Exemptions—What’s Different?

SaaS users coming from outside the US may expect a system similar to VAT exemptions, but it is more complicated in the US. In the US, each state runs its own program, requiring different forms, criteria, and deadlines, unlike the more consistent VAT approach seen in the EU.

For global SaaS companies, this means updating compliance processes for every US state where they have users. The lack of a central registry or submission system can be frustrating, but staying on top of each state’s rules is non-negotiable for compliance.

Conclusion

By staying proactive and organized, businesses operating in the US avoid paying unnecessary sales tax and keep their MailerLite account in good standing. What is essential is to take control of US sales tax exemptions and avoid waiting until tax season or the next audit to find out that something has gone wrong. Therefore, individuals and businesses should verify eligibility, find the correct state certificate, complete it accurately, contact MailerLite, submit their certificate, request confirmation, and save all documentation.

Source: VATabout - US Sales Tax Exemption Certificates Explained for Retail & E-commerce Compliance, VATabout - Tax Guides and Resources, MailerLite