Tax reporting and documentation workflow automation

**Purpose**

1.1. Automate the end-to-end tax reporting process for Acura retail dealerships, including the collection, aggregation, validation, submission, and archiving of tax-related documents and forms.
1.2. Ensure compliance with federal, state, and local tax authorities for vehicle sales, parts, service transactions, payroll, and inventory.
1.3. Minimize the risk of errors, omissions, delays, or non-compliance by systematically managing deadlines and documentation requirements.
1.4. Facilitate regular audits, reporting, and tax certificate collection via integrated data flows from DMS, ERP, and external sources.

**Trigger Conditions**

2.1. Monthly/quarterly tax cycle start dates (e.g., calendar, ERP trigger).
2.2. Completion of a sales transaction or batch export from DMS.
2.3. Receipt or update of supplier invoices or payroll data.
2.4. Manual initiation by accounting department for unscheduled amendments or corrections.
2.5. Notification from external compliance authority regarding due filings or missing documentation.

**Platform Variants**

3.1. QuickBooks
• Feature/Setting: Webhooks or Scheduled Reports API to pull sales tax and payroll data.
• Sample: Configure schedule to export “Tax Liability Report” via API.
3.2. Xero
• Feature/Setting: Reports endpoint for GST/Sales Tax summary.
• Sample: GET /reports/TAX to retrieve required periods.
3.3. Dealertrack DMS
• Feature/Setting: Secure batch data export of tax-relevant transaction records.
• Sample: Set nightly export schedule for all tax fields.
3.4. CDK Global
• Feature/Setting: API call for tax and compliance exports.
• Sample: Pull “General Ledger” and “Tax Collected” reports via REST API.
3.5. NetSuite
• Feature/Setting: Saved Search with automated export for tax liability.
• Sample: Use SuiteAnalytics API for period-close tax items.
3.6. SAP Business One
• Feature/Setting: Scheduled query automating TAX fields extraction.
• Sample: Automated output to SFTP folder nightly.
3.7. Microsoft Dynamics 365
• Feature/Setting: Workflow Automation for VAT and Sales Tax filings.
• Sample: Deploy a Recurrence Trigger + Export to Excel Online.
3.8. Avalara
• Feature/Setting: AvaTax API for sales tax calculations & filings.
• Sample: Periodic POST /api/v2/transactions.
3.9. ADP
• Feature/Setting: Payroll tax summary via API.
• Sample: GET /v1/payroll/tax-summaries for custom time frame.
3.10. Workday
• Feature/Setting: Payroll tax data extraction connector.
• Sample: Setup “Composite Report” export for all state and federal tax details.
3.11. Dropbox Business
• Feature/Setting: File Upload API for archiving documentation.
• Sample: Store finalized tax reports to logical folders automatically.
3.12. DocuSign
• Feature/Setting: Bulk Send API for compliance certificate requests.
• Sample: POST envelopes with batch tax-exempt certificate requests to customers.
3.13. Google Drive
• Feature/Setting: Watch for new files and set permissions for auditors.
• Sample: Trigger on .PDF uploads to specific Tax folders.
3.14. Salesforce
• Feature/Setting: Custom Object for Tax Filings with workflow email reminders.
• Sample: Trigger reminders 10 days before tax due date.
3.15. Zendesk
• Feature/Setting: Ticket Creation Automation for missing document alerts.
• Sample: Notify accounting when required tax form is not uploaded.
3.16. Slack
• Feature/Setting: Scheduled notifications for tax deadlines.
• Sample: Post to #finance when QTR filings due.
3.17. Smartsheet
• Feature/Setting: Automated row creation for each tax period checklist.
• Sample: Workflow triggers upon file upload completion.
3.18. SharePoint
• Feature/Setting: Approval flow for tax filings before submission.
• Sample: Trigger document review for sales tax filings.
3.19. Zoho Books
• Feature/Setting: API call to fetch tax summaries and outstanding liabilities.
• Sample: GET /taxreports for custom range.
3.20. Microsoft Outlook
• Feature/Setting: Automated email distribution of completed filing PDFs.
• Sample: Use Rules + API for auto forwarding filings to stakeholders.

**Benefits**

4.1. Reduces manual data consolidation and risk of human error across systems.
4.2. Ensures timely and complete statutory tax submissions, reducing non-compliance risk.
4.3. Provides a comprehensive audit trail with centralized digital storage of all filings.
4.4. Frees staff from repetitive data entry by orchestrating workflows and document handoffs.
4.5. Enables proactive deadline management through reminders and escalations.
4.6. Simplifies cross-system compliance for dealerships with multi-state operations.
4.7. Enhances data security and retention policies for sensitive tax information.
4.8. Supports scalability as the dealership grows or tax authorities update requirements.