RoasterPay: Setting Up Tax Calculation for Wholesale Customers
RoasterTools uses TaxJar to power our tax feature to ensure accurate taxes are calculated on wholesale orders.
Overview:
Enabling the Tax Feature
If you'd like to be able to collect tax on wholesale orders, reach out to support to enable the tax setup mode - support@roastertools.com.
NOTE: To be eligible to use our Tax Feature, your account must have RoasterPay activated before you can use this feature. See here to start this process.
Once RoasterTools enables the feature, your account will enter the Tax Setup Mode.
- In this state, the system will display tax information on various pages, but taxes will not be calculated yet.
- This allows the customer to set up everything correctly before tax calculations go live.
When you're ready to begin calculating taxes on invoices, reach out to support and we move you out of setup mode and enable Tax Calculation for orders.
High Level Overview of Tax setup
To accurately calculate taxes on your orders, you'll need to do 4 things:
- Update Customer Tax Status
- Assign Tax codes to Products
- Set your Tax Registration
- Update Accounting Preferences regarding Tax syncing (if using accounting integration)
See detailed steps below for each task
Steps to Complete Tax Setup
The below steps should be completed when your account is in Tax Setup Status
Update Customer Tax Status
By default, all customers are set as taxable. The 3 most common tax statuses are Taxable, Resale, or Exemption (see the complete list in the appendix)
Assign the appropriate tax status per customer either though the customer CSV update or per customer on customer edit page.
- To update the tax status in bulk, use the Customer CSV. Go To:
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Username dropdown > Settings > Import & Export > Customers
- Once you open the customer CSV you can assign the tax status in the appropriate column (see list of tax status in the Appendix here).
- Save as CSV and upload the updated document.
- Review customers to ensure it uploaded correctly.
Note: If you have out-of-state customers in states where you do not collect tax, their status may still appear as 'Taxable.' However, since you're not registered to collect tax in those states, no tax will actually be charged.
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To update the tax status per customer Go to:
Sales > Customer > Select a Customer > Edit > Scroll to Tax Status > Select Drop Down
Update tax codes for Product Variants
All variants should be assigned a product tax code.
⚠️ IMPORTANT: If no tax code is provided, variants will be considered fully taxable.
- To update the tax codes of variants in bulk, use the Product CSV. Go To:
- Username dropdown > Settings > Import & Export > Product
- Once you open the Product CSV you can assign the tax status in the appropriate column (see list of Product Tax codes in the Appendix here).
- Save as CSV and upload the updated document.
- We suggest you Re-download to review the product tax code and ensure it uploaded correctly.
- To update variant tax codes per product variant
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Go to: Inventory > Product > Edit Product > Select 3 dots on the right of the variant > select Assign tax code
NOTE: sometimes you can select the three dots, but you don't see the menu -> usually that means you need to scroll within the variant box.
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- Once you'd assigned a tax code to a product, the variant will now have a tag to identify it's been assigned one. See below:
Add Tax Registrations
- You need to note any state that you have Nexus in and therefore collect tax on orders being shipped to those states.
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To update tax registrations go to:
Username Dropdown > Tax Registrations
- The system will use these registrations along with the shipping address on an order to determine where taxes should be applied for each order
Accounting Platform Preferences and Tax Settings
If you have an accounting connection, make sure you're reviewed and updated any tax settings in the accounting connection preferences.
For Quickbooks Online Connections made before 2026 -> review this article
For Quickbooks Desktop and Quickbooks online connections made after 2025 -> review this article
Enabling Tax Calculation
Once you have completed the setup and are ready to begin collecting taxes on orders, the RoasterTools team will need to enable tax collection on your account. Reach out to us at support@roastertools.com
After this step, taxes will begin to be calculated automatically based on the configured settings.
Next Step:
Review How tax Calculation work and how to update orders with mixed tax status.
Important: Review any orders that may need to have tax applied that were placed before tax calculation was turned on. This will need to be manually updated but opening the Order > Edit > Click Update (you don't have to edit anything before updating). This will trigger the tax to calculate.
Appendix
Customer Tax Status List:
| Internal Name | Internal Description | Use this in Product CSV |
| Taxable | Sales Tax will be charged | Taxable |
| Resale | Customer is a reseller and is exempt from sales tax (sometimes they are only exempt on specific items) |
Resale |
| Exemption | Customer is exempt from sales tax (ex government, non-profit, etc) | Exemption |
| Direct Pay | Customer handles own tax payments | Direct Pay |
| Manufacturing | Customer is a manufacturer and is exempt from sales tax | Manufacturing |
Product Tax Code List:
Use the Internal Name column in the product CSV to upload new product tax codes.
| Internal Name | Internal Description | Use this in Product CSV |
| Taxable | Taxable goods and services | general |
| Grocery - General | Grocery items that are not ready to consume, but are not coffee or tea | grocery_general |
| Coffee and Tea | Whole bean coffee, ground coffee, and tea that is not ready to consume | grocery_coffee |
| Prepared Foods - General | Prepared foods that are ready to consume, and are not ready-to-drink coffee | prepared_foods_general |
| Prepared Foods - Coffee RTD (unsweetened) | Ready-to-drink unsweetened coffee beverages like cold brew | prepared_foods_coffee_rtd_unsweetened |
| Prepared Foods - Coffee RTD (sweetened) | Ready-to-drink sweetened coffee beverages | prepared_foods_coffee_rtd_sweetened |
| Prepared Foods - Coffee RTD (with milk/dairy) | Ready-to-drink coffee beverages containing milk | prepared_foods_coffee_rtd_with_milk |
| Clothing (apparel/merchandise) | Clothing and apparel items | clothing |
| Service - General | General services | service_general |
| Service - Installation | Installation services | service_installation |
| Service - Training | Training and educational services | service_training |
| Service - Professional | Professional services like consulting, custom roasting, and more | service_professional |
| Service - Repair | Repair services | service_repair |
| Credit Card Processing Fees | Credit card processing fees | credit_card_processing_fees |
| Gift Cards | Gift cards | gift_cards |
FAQs
Q: What tax code should the ACH NSF Fee be under?
A: Our recommendation is: Service – Professional