SendMark Help
General Information
Q: What is SendMark?
A: SendMark is a specialized platform designed to streamline the creation, management, and storage of sales tax resale certificates. It helps businesses maintain compliance while simplifying the certificate generation process.
Q: Who should use SendMark?
A: SendMark is ideal for:
- Businesses that regularly issue resale certificates
- Companies managing multiple vendor relationships
- Organizations needing to track and store tax documentation
- Businesses requiring audit-ready tax documentation
Q: How do I get started with SendMark?
A: Getting started is simple:
- Enter your tax permit number
- Verify your entity's location
- Digitally sign the form
- Begin generating certificates
Q: What are the system requirements?
A: SendMark works with:
- Modern web browsers (Chrome, Firefox, Safari, Edge)
- Internet connection
- PDF viewer for certificate review
- Digital signature capability
Resale Certificate Information
Q: What is a resale certificate?
A: A resale certificate is a document that allows you to purchase taxable items tax-free if you plan to resell them. It serves as documentation between the buyer and seller that the transaction qualifies for sales tax exemption.
Q: When is a resale certificate required?
A: You need a resale certificate when:
- Purchasing items for resale in your business
- Buying materials that will become part of a product you'll resell
- Making wholesale purchases for later retail sale
Q: What are the legal requirements for a valid certificate?
A: A valid resale certificate must include:
- 11-digit Texas Sales and Use Tax Permit Number
- Complete business information (name, address, phone)
- Description of items to be purchased
- Description of your business type
- Authorized signature
- Current date
Q: How long is a resale certificate valid?
A: In Texas, resale certificates are valid until revoked in writing. However, it's best practice to update certificates periodically to ensure information accuracy.
Technical Usage
Q: How do I generate a new certificate?
A: To generate a new certificate:
- Enter the tax permit number information
- Validate the entity's location
- Review the information
- Apply your digital signature
- Submit and send the certificate
Q: How do I save and retrieve certificates?
A: All certificates are automatically saved in your account. To retrieve:
- A copy of the certificate should be sent to the email you provided.
- If you lose access to your certificate, please contact devops@sparkfish.com
Q: Can I manage multiple business locations?
A: Yes, SendMark supports multiple locations through:
- Location-specific profiles
- Separate tax permit management
- Individual certificate tracking per location
Common Issues & Troubleshooting
Q: Why is my tax permit number being rejected?
A: Common reasons include:
- Number isn't 11 digits long
- Contains invalid characters
- Permit is expired or invalid
- Incorrect format (should be ##-#######-#)
Q: What if I need to correct information on a certificate?
A: To correct information on a certificate:
- Create a new certificate
- Mark the incorrect one as void
- Keep both for your records
Account Management
Q: How do I update my business information?
A: Business information is retrieved from data.texas.gov.
Q: How long are certificates stored?
A: SendMark stores certificates for:
- Active accounts: Indefinitely
- Cancelled accounts: 4 years (per Texas record-keeping requirements)
- All certificates can be exported for local storage
Security & Compliance
Q: How secure is my business information?
A: SendMark employs:
- End-to-end encryption
- Secure cloud storage
- Regular security audits
- Access controls and logging
- Compliance with data protection standards
Q: What records should I keep for audit purposes?
A: Maintain records of:
- All issued resale certificates
- Related purchase invoices
- Proof of certificate delivery
- Any correspondence about certificates
- Certificate updates or revocations
Q: How does SendMark help with compliance?
A: SendMark ensures compliance by:
- Validating tax permit numbers
- Enforcing required fields
- Maintaining audit trails
- Providing structured storage
- Enabling quick certificate retrieval