Adding Tax Exempt Status on WebstaurantStore
To add tax exempt status to your WebstaurantStore account, you need to upload a valid tax exemption certificate during checkout or through your account settings. WebstaurantStore accepts state-issued resale certificates, tax exempt organization certificates, and government entity certificates. The process takes a few minutes, and once approved, the tax will be removed from future orders under that account.
You can submit your certificate either before you place an order or after you have already created an account. If you submit it before checkout, the tax exemption applies when ready to that purchase. If you add it later, you may be able to request a refund of taxes paid on previous orders, depending on how recently they were placed.
Key Takeaways
- WebstaurantStore requires an official state-issued tax exemption certificate—a photo or scan of the actual document, not a letter or email confirmation.
- You can upload your certificate during checkout or in your account settings under the tax information section.
- The certificate must be current and valid in the state where you are ordering; expired or out-of-state certificates will be rejected.
- After WebstaurantStore verifies your certificate, tax will stop appearing on your invoices for future orders placed under that account.
Where to Upload Your Certificate During Checkout
When you reach the payment page during checkout, look for a link or button labeled "Add Tax Exempt Certificate" or "Tax Exempt Information." Click it to open the upload window. You will be asked to select the file from your computer—the certificate must be a PDF, JPG, or PNG image.
After you upload the file, enter your tax exempt number (also called a resale number or exemption number) in the field provided. This number appears on your certificate and helps WebstaurantStore match the document to your order. Complete the upload and proceed to payment. Your order will process without sales tax if the certificate is accepted when ready, or tax may be refunded after verification is complete.
Adding Tax Exempt Status to Your Account Settings
If you want to set up tax exemption for all future orders, log into your WebstaurantStore account and go to "Account Settings" or "My Account." Look for a section called "Tax Information," "Tax Exempt," or "Billing." Click the option to add or upload a tax certificate.
Upload a clear image of your certificate and enter your tax exempt number. WebstaurantStore will verify the document, which usually takes one to three business days. Once approved, the tax exemption will explore automatically to every order you place under that account. You will see "Tax Exempt" noted on your invoices, and no sales tax will be charged.
What Documents WebstaurantStore Accepts
WebstaurantStore accepts three main types of tax exemption certificates. A resale certificate (also called a reseller permit or wholesale license) is issued by your state to businesses that buy goods for resale. A tax exempt organization certificate is issued to nonprofits, schools, hospitals, and other organizations exempt under federal or state law. A government entity certificate is issued to federal, state, or local government agencies.
Your certificate must be issued by the state where you are placing the order. If you have a certificate from another state, it will not be accepted. The certificate must also be current—expired certificates are rejected. If your certificate has expired, you will need to renew it with your state before uploading it to WebstaurantStore.
Common Mistakes That Delay Verification
The most common reason a certificate is rejected is that the image is blurry, cut off, or missing key information. Make sure the entire certificate is visible in the photo or scan, including the certificate number, issue date, expiration date, and your business or organization name. Use good lighting and take the photo straight on, not at an angle.
Another frequent issue is entering the tax exempt number incorrectly. Double-check the number you type against the certificate itself—even one wrong digit will cause a mismatch. If you are unsure which number on the certificate is the tax exempt number, contact your state's revenue or taxation department. Do not upload a letter from your accountant or a screenshot of an email; WebstaurantStore requires the official certificate document itself.
What Happens After You Submit Your Certificate
After you upload your certificate, WebstaurantStore sends it to a verification service that checks it against state records. This process usually takes one to three business days. You will receive an email when the verification is complete. If the certificate is valid, the email will confirm that tax exemption is now active on your account.
If the certificate cannot be verified, you will receive an email explaining why—usually because the number does not match state records, the certificate is expired, or the image is unclear. You can then upload a corrected or clearer version. If you believe your certificate is valid but was rejected, contact WebstaurantStore customer service with your certificate number and state, and they can investigate further.
Requesting a Tax Refund on Past Orders
If you add tax exemption to your account after you have already placed orders, you may be able to request a refund of the sales tax you paid. Contact WebstaurantStore customer service and provide your order numbers and the date you submitted your tax exemption certificate. Most companies will refund taxes on orders placed within the previous 30 to 90 days, though this varies by company policy.
Have your certificate number and account information ready when you contact them. The refund process may take one to two weeks after your request is approved. If your orders are outside the refund window, you will not be able to recover the tax, so it is best to set up tax exemption before placing your first order.
Frequently Asked Questions
Can I use a tax exempt certificate from another state?
No. WebstaurantStore only accepts certificates issued by the state where you are placing the order. If you have a business in multiple states, you will need a separate certificate for each state. Contact your state's revenue department to learn how to obtain a certificate for each location where you operate.
What if my certificate is about to expire?
Renew your certificate with your state before uploading it to WebstaurantStore. An expired certificate will be rejected during verification. Once you receive your renewed certificate, upload the new version to your account and WebstaurantStore will re-verify it.
Do I need to upload a new certificate every year?
Only if your certificate expires and you renew it. Once a certificate is verified on your account, it remains active until it expires. When you renew your certificate with your state, upload the new one to WebstaurantStore so the verification stays current.
What if WebstaurantStore rejects my certificate but I know it is valid?
Contact WebstaurantStore customer service with your certificate number, state, and account information. They can manually review your certificate or contact the verification service to investigate. Bring a clear photo of your certificate and be ready to explain why you believe it is valid.
Can I use the same certificate for multiple accounts?
Yes, if the certificate is issued in your name or your organization's name. However, each account must have the certificate uploaded and verified separately. You cannot share a certificate across accounts belonging to different people or businesses.