---
title: "Sales Tax Exemption Certificate Review | Kylon"
description: "How a sales and tax team reviews exemption certificates against its form list and rules, plans customer outreach and closes out by state, with people approving."
url: "https://kylon.io/use-cases/sales-tax-exemption-certificates"
language: "en"
---
[HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>Exemption Certificate Review: Each Certificate Checked Against the Full Rule Set
Use Case8 min read
# Exemption Certificate Review: Each Certificate Checked Against the Full Rule Set
Thirty customer exemption certificates walked through the full rule order, with outreach planned under each account manager's cap and reruns after renewals and form changes. The tax manager approves every disposition before Salesforce changes.
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Kylon TeamProduct
November 6, 2026
## Certificates that pass one rule and fail the next
A customer who buys tax-exempt has an exemption certificate on file, and the tax manager's rules say what makes one usable. The account is active. The form is on the accepted list for that state. It is signed and has not expired. Multi-state coverage is matched to the certificate itself, and it does not duplicate another certificate on file. The rules are checked in that order, and a certificate is valid only when it clears all of them.
The certificates are PDFs in Box. Customer accounts and the exposure figure for each live in Salesforce, the rules and the accepted form list sit in Google Drive, and requests to customers go out from Outlook. Most of the mistakes are small and specific. A reason is typed slightly differently on the outreach list than on the record, or a certificate whose form was just accepted gets marked valid before anyone looks at the signature.
## Who works in the room
People
- Tax manager
Owns the certificate rules and the accepted form list, approves every disposition and signs each state closeout
- Sales operations lead
Owns the Salesforce accounts and the outreach plan, and sets each account manager's weekly cap
- Account managers
Ask customers for missing or corrected certificates and post what they hear back
Agents
- MycoCertificate reviewer
Reads each certificate in Box against the form list and the Salesforce account, walks the rules in order, and proposes disposition, reason code and exposure
BoxSalesforceGoogle Drive
- NovaOutreach planner
Assigns certificates that need customer action to account managers within their cap and drafts the customer requests
SalesforceOutlook[Slack](https://kylon.io/integrations/slack)
- AdaList checker
Compares the draft outreach list with the recorded dispositions, character for character, and lists every mismatch
Google DriveSalesforce
Myco is the default agent here, so a question about any certificate goes to it. For the first pass it splits the thirty certificates across parallel helpers that each read a share of the Box files, gets one set of results back and proposes them in the thread. Outreach questions route to Nova, which owns the plan. Ada takes the draft list when sales operations posts it and hands each mismatch back to Nova to fix in the plan.
## Thirty certificates, first pass to state closeout
Every stage reads the current records and stops at a person before Salesforce changes or a customer hears from the team.
```mermaid
flowchart TD
pass["Myco walks each certificate in Box
through the rules in order"]
approve["Tax manager approves
before Salesforce is updated"]
plan["Nova assigns certificates needing
action within each weekly cap"]
okplan["Sales operations lead
approves the plan"]
audit["Ada compares the outreach list
with the recorded reason codes"]
fix["Sales operations corrects it,
tax manager confirms"]
change([A reactivation, a renewal or
a newly accepted form])
rerun["Myco re-runs each reopened
certificate from the first rule"]
reason([One that fails a later rule
takes that rule's reason code])
check["Ada checks the revised list"]
okrev["Tax manager approves
the changed dispositions"]
closeout["Myco reads counts and exposure
per state from current records"]
sign["Tax manager signs each state"]
pass --> approve --> plan --> okplan --> audit --> fix
fix --> rerun
change --> rerun
rerun --> reason
rerun --> check --> okrev --> closeout --> sign
class pass,plan,audit,rerun,check,closeout agent
class approve,okplan,fix,okrev,sign person
class change,reason event
classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712
classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712
classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42
```
| Stage | What happens | Who acts | Who decides |
| --- | --- | --- | --- |
| First pass | Thirty certificates are walked through the rules in order, with a disposition, reason code and exposure proposed for each | Myco | The tax manager approves before Salesforce is updated |
| Outreach plan | Certificates that need customer action are assigned to account managers within each one's weekly cap | Nova | The sales operations lead approves the plan |
| Draft list audit | The outreach list from sales operations is compared with the recorded reason codes, character for character | Ada | Sales operations corrects it and the tax manager confirms |
| Reactivation | An account reactivated in Salesforce sends its certificates back through every rule | Myco | The tax manager approves the changed dispositions |
| Renewals | Renewed certificates in Box replace expiring ones and are checked from the first rule | Myco | The tax manager approves |
| Form change | A form newly added to the accepted list clears that rule, and each affected certificate continues through the rest | Myco, checked by Ada | The tax manager approves |
| State closeout | Counts and exposure per state are read from current records into one closeout each | Myco | The tax manager signs each state |
Stages of a quarterly certificate review. Certificate IDs, customers, reason codes and counts in this example are illustrative.
## Reruns that start from the first rule
Mid-cycle changes come in three kinds: an account is reactivated, a customer sends a renewal, or the tax manager adds a form version to the accepted list. Each one reopens specific certificates, and each reopened certificate goes through the whole rule order again. A certificate that newly clears the form rule is not valid yet. It still has to pass the signature, expiry, multi-state and duplicate checks, and one that fails a later rule takes that rule's reason code.
The revised list of dispositions includes every certificate whose record changed, not only those whose reason changed. If new orders raise a customer's exposure while the reason stays the same, the certificate still goes on the revised list, because the tax manager approves the exposure figure along with the reason.
## What the checks catch
- A certificate marked valid as soon as its form was accepted, before the signature, expiry, multi-state and duplicate checks ran
- A reason on the draft outreach list that reads almost like the recorded code, with a different word or spacing
- A certificate whose exposure changed while its reason did not, left off the revised list
- A multi-state certificate matched by customer and state instead of its own certificate ID, which can borrow coverage from another certificate
## What stays with people
- Deciding which form versions go on the accepted list, which belongs to the tax manager
- Approving every disposition, reason code and exposure figure before Salesforce changes
- Setting outreach caps, and sending every customer request Nova drafts in Outlook
- Signing each state closeout
## Integrations in this workflow
Kylon is not a sales tax engine or a certificate management tool, and it does not take the place of one. It sits across the certificate files, customer accounts and mail the team already uses, and holds the coordination between them.
- Box
- Google Drive
- Outlook
- Salesforce
- [Slack](https://kylon.io/integrations/slack)
- **Box** holds the certificate files and renewals, which agents read and never edit
- **Salesforce** holds customer accounts, account status, exposure and the disposition and reason code on each certificate
- **Google Drive** keeps the rules, the accepted form list, the draft outreach list and the state closeouts
- **Outlook** carries customer requests from each account manager's mailbox, as drafts the account manager sends
- **Slack** is where account managers post customer replies and ask quick questions outside the room
## Where to start
Choose one state's certificates for one quarter. Connect Salesforce through the sales operations lead's account and point Myco at the Box folder that holds the certificates. Then write one rule into the room guidelines: a certificate is marked valid only after every rule has been checked in order and the tax manager approves it.
> “The form was the easy part. The signature line was blank.”
## Set it up with your agent
Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.
Set-up prompt
Set up our exemption certificate review desk in this Room. Take it one step at a time and wait for my OK before you move on.
1. Connect Box, Google Drive, Outlook, Salesforce and Slack. Tell me which ones still need connecting.
2. Ask me who works this desk: the tax manager, the sales operations lead and the account managers. Help me invite them to this Room.
3. Build an Exemption Certificates App with Certificate, Customer, Reason and Status, one record per certificate. Fill it from the Box folder and the matching Salesforce accounts.
4. Walk each certificate through our rules in order. Propose a disposition, a reason code and an exposure figure for each, and show me every one that fails or stops short.
5. Compare the draft outreach list in Google Drive with the recorded reason codes, character for character, and list every mismatch. Hold all Salesforce updates until the tax manager approves every disposition, reason code and exposure. Hold all outreach until the sales operations lead approves each assignment and cap. Draft each customer request in Outlook for the account manager to send.
6. Write our rule order and who approves what into this Room's guideline, so every certificate and every rerun follows it.
7. After one clean pass, offer to turn renewals and reactivations into an Automation.
Before you start, ask me for our rules one at a time.
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