Tax-Exempt Made Simple
If your organization qualifies for sales-tax exemption, we make it easy to remove sales tax from all your orders going forward. Submit a copy of your valid certificate once, and we'll flag your account so no sales tax is charged on future purchases.
This page covers everything you need to know — who qualifies, which certificates we accept, how to submit, and what happens after approval.
Who Qualifies for Tax-Exempt Purchasing
Eligibility for sales-tax exemption is determined by your state, not by us. We accept any organization that holds a valid state-issued tax-exemption or resale certificate. Common qualifying organizations include:
501(c)(3) Nonprofits
Charitable, educational, and religious nonprofits with valid IRS determination and state exemption.
Schools & Universities
Public and private K–12 schools, universities, school districts, and PTAs/PTOs.
Government Entities
Federal, state, county, and municipal government agencies and departments.
Religious Organizations
Churches, mosques, synagogues, temples, and other faith-based organizations with state exemption.
Resellers
Retailers, distributors, agencies, and brokers purchasing items for resale with a valid resale certificate.
Tribal Governments
Federally recognized tribal governments and tribal entities with appropriate documentation.
Accepted Certificate Types
We accept the following types of valid certificates from any U.S. state:
- Sales Tax Exemption Certificate — issued by your state for tax-exempt organizations (typical for nonprofits, schools, government)
- Resale Certificate — issued for businesses buying inventory for resale (typical for retailers and resellers)
- Streamlined Sales Tax Multi-Jurisdictional Certificate (SST) — accepted across participating SST states
- Multi-State Resale Certificate — for businesses operating in multiple states
- Government Purchase Order or Exemption Letter — for federal, state, and municipal government entities
- Diplomatic Tax Exemption Card — for foreign embassies, consulates, and accredited diplomats
Different states use different forms and rules. If you're not sure which certificate applies to your organization, contact your state's department of revenue or send us what you have and we'll let you know if it works.
How to Submit Your Certificate
You can submit your tax-exempt certificate in two ways depending on your timing:
Option 1: Submit before ordering (preferred)
Submit your certificate first so future orders are tax-free from the start. The submission process is simple and only takes a few minutes:
- Email a clear copy of your certificate. Send a PDF, photo, or scanned copy to print@rapidssp.com. Make sure all text is legible and the document isn't cut off.
- Use the email address tied to your account. If you've already placed an order with us, use the same email associated with that account. If you're new, use the email you'll use to place future orders.
- Include your account info in the message. List your organization's legal name, the name on your account (if different), and a brief note of which type of certificate you're submitting.
- We review and confirm. Our team reviews your submission within 1 business day and emails you confirmation once your account is flagged tax-exempt.
Option 2: Order online now and request a refund of sales tax
If you've already placed an online order before submitting your certificate — or you need to order right now and don't want to wait for approval — we can refund the sales tax after the fact:
- Place your order online as normal. Sales tax will be calculated and charged at checkout.
- Email us your order number and certificate. Send your order number along with a copy of your valid tax-exempt certificate to print@rapidssp.com.
- We review and refund. Once we verify the certificate is valid, we issue a refund of the sales tax charged on that order to your original payment method.
- Account flagged for the future. We also add your certificate to your account so future orders are tax-free without needing to repeat the refund process.
What Should Be on Your Certificate
A valid certificate should clearly include:
- Organization's legal name — must match the name on your account
- Certificate or exemption number — issued by the state tax authority
- Issuing state
- Type of exemption — resale, nonprofit, government, etc.
- Effective date and expiration date (if applicable)
- Signature and title — required by some states for resale certificates
- For resale certificates: a description of the type of business and the items being purchased for resale (apparel and printing supplies, in our case)
If your certificate is missing any of these or appears expired, we'll reach out before approving so you can submit a corrected copy.
Approval Timeline
Most certificates are reviewed and approved within 1 business day of submission. The exact timing depends on:
- Whether the certificate is complete and legible
- The volume of submissions our team is processing that day
- Whether we need any clarification (rare, but it happens)
If we need additional information or a corrected copy, we'll email you within the same business day. Once everything is in order, your account is flagged immediately and you're set up for tax-free ordering going forward.
What Happens After Approval
Once your account is flagged tax-exempt:
- No sales tax on future orders. Whether you order online, by phone, or by email, sales tax will not be added at checkout for the email address tied to your tax-exempt status.
- Applies to all order types. Tax exemption applies to shipped orders, local pickup orders, rush orders, and same-day orders alike.
- Indefinite duration (unless your certificate has an expiration date). If your certificate doesn't expire, you don't need to do anything else.
- Confirmation email. You'll receive a confirmation that your account is flagged. Keep this for your records.
- Tracked on our end. If you change email addresses or need to make changes, contact us and we'll update your account.
Certificate Renewal
Most resale certificates and 501(c)(3) determination letters don't have expiration dates and don't need to be resubmitted. However, some state-issued certificates expire after a fixed term.
If your certificate has an expiration date:
- We'll email you in advance. About 30 days before the expiration, we'll send a reminder asking for an updated copy.
- Submit the new certificate the same way. Email the updated copy to print@rapidssp.com with "Renewal" in the subject line.
- Coverage continues uninterrupted. As long as you submit before the old certificate expires, your account stays tax-exempt without a gap.
- If the certificate expires before renewal. Sales tax will resume being charged on new orders until the updated certificate is on file. Contact us if this happens — we may be able to refund tax on recent orders depending on circumstances.
Frequently Asked Questions
Who qualifies for tax-exempt purchasing?
Organizations that are legally exempt from sales tax in their state — including 501(c)(3) nonprofits, schools, universities, government entities, religious organizations, and resellers with valid resale certificates. We accept any state's valid tax-exemption or resale certificate.
How do I submit my tax-exemption certificate?
Email a clear copy or PDF of your valid certificate to print@rapidssp.com. Use the email address associated with your account, and include your account name and certificate type in the subject line. Our team reviews submissions within 1 business day.
How long does approval take?
Most certificates are reviewed and approved within 1 business day. Once approved, your account is flagged tax-exempt and no sales tax will be charged on future orders. We'll email you a confirmation once it's set up.
Can I get a refund of sales tax on past orders?
Yes, for online orders. If you placed an order online before submitting your tax-exempt certificate, email print@rapidssp.com with your order number and a copy of your valid certificate. We'll review your submission and issue a refund of the sales tax charged on that order.
Going forward, once your account is flagged tax-exempt, no sales tax will be charged on future orders.
Do I need to resubmit my certificate every year?
Only if your certificate has an expiration date and it expires. Many resale certificates and 501(c)(3) determination letters don't expire. If yours does, we'll email you before it lapses to request an updated copy. Otherwise, your tax-exempt status remains active on your account indefinitely.
What if I have a multistate certificate or operate in multiple states?
We accept multistate resale certificates (such as the Streamlined Sales Tax Multi-Jurisdictional certificate) and individual state certificates. If your organization operates across states, submit the certificate that covers your most common shipping destinations. We can review and apply as needed.
Does tax-exempt status apply to all orders, including pickup orders?
Yes. Once your account is flagged tax-exempt, no sales tax will be charged on any future orders — whether shipped or picked up at our Los Angeles facility. The exemption applies as long as the certificate is valid and on file.
What information should be on my certificate?
A valid certificate should include your organization's legal name, certificate or exemption number, issuing state, and signature (if required by the issuing state). For resale certificates, it should also indicate the type of business and the items being purchased for resale. Make sure the certificate is current and not expired.
