Sales tax automation · Nexus Ledger

Know where you owe sales tax before the letter arrives.

Nexus Ledger turns your Shopify, Stripe and marketplace exports into a rolling 365-day, state-by-state nexus review. Every state approaching its threshold is flagged early, with the workpaper behind it.

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Rolling 365-day windowEarly warning at 80%Audit-ready workpapersMulti-client workspaces

Product demo

From Shopify export to action queue.

Real screens from Nexus Ledger, running on a fictional store's year of orders with illustrative demo rules.

The problem

Nexus is usually found at filing time. That is too late.

Every state sets its own test.

Sales amounts, order counts and measurement periods differ by state, and they change.

Sales sit in several systems.

Shopify, Stripe and marketplace exports use different columns, dates and state spellings.

Spreadsheets get checked once a year.

A state crossed in March may not be noticed until the return is prepared.

Late means expensive.

Late registration can bring back taxes, penalties and a rush to rebuild the numbers.

How it works

Three steps your team can repeat every day.

STEP 01 · IMPORT

Drop in your sales exports.

Upload the CSV your store already produces. Nexus Ledger maps common Shopify, Stripe and marketplace columns automatically and previews every row before anything is saved.

Nexus Ledger import screen showing a Shopify orders export with 3,045 rows found and 0 validation issues, and a preview of order dates, amounts, states and ZIP codes. — 3,045 Shopify orders read and checked. Demo data.

BUILT-IN CONTROL

Bad rows never get in.

Unknown states, foreign currencies, impossible dates and non-numeric amounts are listed row by row. If any row fails, nothing from the file is imported, so the ledger never holds half a file.

Nexus Ledger validation screen listing four row errors: unknown state ON, CAD currency, invalid date and invalid amount, with the message Nothing has been imported. — A messy export is rejected with a fix list. Demo data.

STEP 02 · ASSESS

See every state on a rolling 365 days.

Sales and order counts are totalled per state for the 365 days ending on the assessment date and compared with your reviewed thresholds.

BreachedWarning at 80%SafeNeeds a rule

Nexus Ledger overview with 2 breached, 3 approaching, 3 below warning and 1 state needing a rule, and a colour-coded state-by-state review table. — State-by-state review with colour-coded status. Demo data and demo rules.

STEP 03 · ACT

Work the action queue and keep the workpaper.

Breached, approaching and unconfigured states are listed with the reason behind each flag. Every run is saved with the figures and rule sources used, and downloads as a CSV workpaper for your advisor.

Nexus Ledger action queue listing Florida and Texas as breached, California, Illinois and Washington as warning, and Colorado as unconfigured, with reasons for each. — The action queue explains every flag. Demo data and demo rules.

Controls

Built for review, not guesswork.

The tool is designed so an accountant can sign off on what it shows.

Reviewed rules only

Every threshold needs a source and a verification date before it can produce a result.

Never a false "Safe"

A state with sales but no reviewed rule is shown as Needs a rule, not Safe.

All-or-nothing imports

A file with any invalid row is rejected in full, and re-uploading the same file never double counts.

Dated snapshots

Each assessment keeps the sales, counts, thresholds and rule sources it used, even after rules change.

Separate client workspaces

Accounting firms keep each client's data, rules and history apart and see a portfolio summary.

Daily automation

A scheduled job can run the assessment every day for every active client.

Who it's for

Built for sellers and the firms that advise them.

Shopify and DTC brands

Shipping to customers across many states from one online store.

Multi-channel sellers

Combining store, Stripe and marketplace sales into one view.

CPA and SALT firms

Monitoring nexus exposure for a portfolio of e-commerce clients.

Finance teams

Replacing a once-a-year spreadsheet check with a daily review.

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FAQ

Questions before you start

Does Nexus Ledger tell me whether I must register for sales tax?

No. It is a monitoring and workpaper tool. It shows where your sales and order counts stand against the thresholds your advisor has reviewed, and flags states for review. Registration, taxability and filing decisions stay with you and your SALT advisor.

Which sales data can it use?

CSV exports from Shopify, Stripe, marketplaces and other order systems. Common column names such as Name, Created at, Total and Shipping Province are recognized automatically. Amounts must be in USD.

Where do the state thresholds come from?

From a rule schedule your team or advisor reviews. Each rule needs a source and a verification date. A state without a reviewed rule is shown as Needs a rule, never as Safe.

Can an accounting firm use it for several clients?

Yes. Each client has a separate workspace for transactions, rules and assessment history, and a portfolio view summarizes every client.

How often does it check?

You can run an assessment on demand, and a scheduled job can run it every day for every active client.

Find out where you stand in every state.

Send us a sample export and we will walk you through your own state-by-state review.

Book a walkthrough