LumaTax US/CAN Onboarding Guide

Welcome to Taxually! This guide will walk you through the onboarding process in our LumaTax software for US and Canadian tax compliance. 

Getting Started

When you select US or Canadian jurisdictions in your Stripe account, you'll be prompted to install the LumaTax app. The user associated with your Stripe business profile will automatically become the main contact in LumaTax and can invite additional team members to help manage your tax compliance. Please reference this guide for instructions on adding additional users to your business profile in LumaTax.

Dashboard Setup: Three Essential Steps 

Once you log into LumaTax, you'll see three sections to complete: 

1. General Business Information

Complete your basic business details and profile information.

2. Manage Jurisdictions

This is where you'll provide jurisdiction-specific information so we can access your online tax accounts and file returns on your behalf. You'll need access to your existing tax accounts to complete this section.

3. Tax Payment Method

Add your US bank account details if available. If you don't have a US bank account, you can leave this blank, but you'll need to pay each tax return individually by credit card after returns are submitted by Taxually.

Jurisdiction Management  

Your jurisdiction list, within the Jurisdiction Management section, will show the current status of each jurisdiction:

Jurisdiction Statuses:

• Registration Status (for new registrations)
  • Under Review: We've received your registration and will send you a questionnaire shortly
  • Info Required: Please check your email for the registration questionnaire and complete it
  • Pending Approval: Your questionnaire is complete and the registration team is preparing your application for submission
• Onboarding Status (for existing registrations)
  • Onboarding: We're working together to set up third-party access to your tax accounts
  • Ready to File: Third-party access is confirmed and your jurisdiction is ready for filing

Filing Statuses:

• Not Enabled: Still completing onboarding requirements
• Waiting to Set Start Date: Ready to file, but we need to confirm your filing start date
• Filings Enabled: Onboarding complete and filings are active

Start Date:

• This is the first tax period you want us to handle. It can be a past period (if you have historical returns to catch up on) or a future period.
• Note: If you want Taxually to submit returns prior to when you enabled tax calculations in Stripe, then Taxually will need to know if you would like us to prep those returns using the Top-Down or Bottom-Up calculation. Please reference this article for additional information on this if this is relevant to you. 

Action Items:

• Check your dashboard regularly for action items. Our team typically responds within 24 hours, so logging in daily during onboarding helps keep things moving smoothly. 
• Our team will also email you with notification and additional questions when necessary to help move things along smoothly.

View Jurisdictions:

• Click the links in this column to view the specific requirements for each jurisdiction
• There are downloadable PDF guides with step-by-step instructions for each location. Please review each of them for additional information when working through onboarding.  

Onboarding Timeline

• Please reference this article regarding our onboarding timelines to understand our policy of when our filing team will begin filings based on when onboarding is completed.

Need Help During Onboarding?   

If you don't have access to your tax accounts or have questions while completing requirements, email us at lumatax@taxually.com. Our US/CAN onboarding team will respond promptly. 

After Onboarding: Monthly Compliance Timeline 

Once onboarding is complete, here's your monthly filing schedule: 

By the 5th of Each Month: Data Upload

• Stripe Data: Automatically uploaded on the 1st or 2nd (no action needed from you)
• Non-Stripe Data: You'll need to manually upload any additional transaction data by the 5th. Please reference this article to ensure your data upload meets our transaction data requirements. 

By the 8th of Each Month: Return Approval

• We'll prepare your returns within 2 days of data upload
• You'll receive an email when returns are ready for review
• Please approve returns by the 8th to ensure timely filing
• If you don't approve by the deadline, we'll submit the returns to prevent late filings

Ongoing Support

• Filing Calendar: Track the progress of your return submissions
• Document Upload: Upload notices from tax authorities in the Data and Documents section, then email us at lumatax@taxually.com to inform us of the new uploads.
• Questions: Our filing team is available at lumatax@taxually.com for any concerns about your returns

Key Reminders

• Check your LumaTax dashboard regularly during onboarding
• Upload complete and accurate data by the 5th of each month
• Approve returns by the 8th to avoid automatic submission
• Email lumatax@taxually.com whenever you need assistance

We're here to make your tax compliance as smooth as possible. Don't hesitate to reach out with any questions!