Sales Tax Audit Checklist [They Key Things to Know]

What is a Sales Tax Audit?

A sales tax audit is a comprehensive analysis and assessment of a company’s financial records, transactions, and sales tax-related documentation by tax authorities, usually at the state or local level, and often conducted via a sales tax auditor in a state tax department. 

The fundamental objective of a sales tax audit is to verify that businesses adhere to sales tax laws and regulations within their specific jurisdictions. This procedure is crafted to validate that businesses have precisely gathered, reported, and remitted the appropriate amount of sales taxes acquired from their clientele.

Common Sales Tax Audit Triggers: What Triggers Sales Tax

Understanding the triggers that may prompt a sales tax audit is fundamental for proactive compliance. Some common triggers include:

1. Unusual Fluctuations: Sudden spikes or drops in sales tax revenue can attract attention.

2. Unpaid Taxes: Consistently failing to remit collected sales tax to the tax authorities. 

3. High Volume of Exempt Sales: If a large portion of your sales is marked as exempt from sales tax, it can draw attention.

4. Industry Benchmarks: Deviations from industry-specific averages might flag your business.

5. Past Compliance Issues: A history of non-compliance or late filings may trigger an audit.

6. Anonymously Reported Concerns: Whistleblower tips or anonymous reports can instigate an investigation.

What Do They Look for in a Sales Tax Audit?

During a sales tax audit, authorities scrutinize various aspects to ensure accurate reporting. The key areas of focus often include:

1. Transaction Accuracy: Authorities verify the correctness of reported transactions against actual sales records.

2. Nexus Determination: Confirming the presence of substantial business activity within a jurisdiction, establishing nexus

3. Exemption Certificates: This ensures proper documentation for tax-exempt sales.

4. Recordkeeping Compliance: Assessing the maintenance of detailed records supporting sales tax returns

What Do You Need for a Sales Tax Audit?

Being well-prepared is half the battle in a sales tax audit. Here’s a checklist of crucial documentation:

1. Sales Records: Detailed transaction records, including invoices and receipts.

2. Exemption Certificates: Properly documented certificates for exempt transactions

3. Nexus Documentation: Evidence supporting your business’s physical or economic presence in a taxing jurisdiction

4. Tax Returns: Copies of filed sales tax returns for the audit period.

Sales Tax Audit Plan

A well-crafted audit plan can make the audit process more manageable. Here are the key elements to consider

A. Internal Review: Conduct an internal review of records before an external audit.

B. Assign Responsibilities: Designate individuals responsible for gathering and presenting the required documentation.

C. Communicate with Authorities: Maintain open communication with tax authorities to address concerns promptly.

D. Continuous Improvement: Learn from the audit experience and implement changes to enhance future compliance.

How to Beat Sales Tax

While the goal is always compliance, knowing how to navigate an audit successfully is essential. Here are the strategies to follow:

A. Preemptive Self-Audit: Regularly review your records to catch and correct errors before an official audit. You can do this by scheduling regular reviews of your sales and tax records to catch discrepancies early on or look for inaccuracies in transaction reporting, exemption certificates, and any other relevant documentation.

B. Data Accuracy Check: Implement rigorous checks on the accuracy of data entry and calculations in your sales records and verify that all transactions are properly categorized as taxable or tax-exempt. The best way to avoid making errors while doing this is to use an automated sales tax management software tool. 

C. Engage an Internal or External Audit Team: Assign a dedicated internal audit team or individual responsible for conducting routine reviews.


D. Setup Corrective Measures: Promptly correct any errors or inconsistencies discovered during the self-audit and document the corrections made and the reasons behind them for future reference.

E. Automation Tools: Utilize SaaS solutions for sales tax management to streamline processes and minimize errors.

Here’sa handy sales tax audit checklist

How Much Does a Sales Tax Audit cost

The average range cost of a sales tax audit varies significantly based on some factors. However, on average, small to medium-sized businesses might face audit costs ranging from $5,000 to $30,000 or more. Larger corporations undergoing complex audits can experience costs exceeding $100,000.

Factors Influencing Audit Costs

Several elements contribute to the overall cost of a sales tax audit:

1. Scope and Complexity: The size and complexity of a business directly impact audit costs. Larger companies or those with intricate sales structures often face higher expenses due to the extensive review required.

2. Frequency and Compliance History: Businesses with past compliance issues or irregularities might face more frequent or intensive audits, potentially increasing overall costs.

3. Duration and Resources: The length of the audit and the number of resources (auditors, specialists, etc.) involved significantly affect expenses.

4. State-Specific Regulations: Each state in the US has its own tax laws and regulations. Complying with different state requirements during an audit might lead to additional costs.

Cost Components of a Sales Tax Audit

The expenses associated with a sales tax audit typically include:

1. Professional Fees: This constitutes the primary cost, covering fees for auditors, accountants, and tax experts involved in the process.

2. Penalties and Interest: Non-compliance or errors in tax reporting may lead to penalties and accrued interest, increasing the final cost.

4. Legal Representation: Businesses often seek legal counsel during audits, incurring additional fees.