Setting up Kintsugi does not have to feel like homework. Complete the four required steps below, and your account will be ready to track nexus, manage filings, and keep your sales tax on autopilot. The two optional steps that follow help you fine-tune things even further. Once you are set up, scroll down to the After Setup & General FAQ section for answers to the questions we hear most often during onboarding. Grab a coffee, and let's get started.

Required Steps

These four steps are the foundation of your account. Complete all of them to get accurate nexus tracking and reliable compliance support from Kintsugi.

Step 1: Connect a Data Source

Kintsugi needs to see your sales data before it can do anything useful with it. Head to the Data Sources tab and connect the platforms your business already uses, such as Shopify, Amazon, Stripe, QuickBooks, NetSuite, or WooCommerce, along with many others.

If your platform is not directly supported, you are not stuck. You can:

• Upload historical transactions manually with a CSV file

• Build a custom connection with your Kintsugi API key

Once connected, your transactions flow into Kintsugi automatically, giving you accurate, real-time visibility into your sales tax obligations.

Common Questions for Step 1:

Q: Which integrations are supported, and how do I connect one?

A: Go to Data Sources > Connect and choose your platform (e.g. Shopify, QuickBooks Online, Amazon). You will be asked to authorize Kintsugi to read your sales data. You can connect more than one channel.

Q: What to do if Shopify (or QuickBooks) connection failed, disconnected, or is stuck in a loop?

A: This is the most common step-1 issue. Here's what to do:

• Confirm you are logging into the correct store/company and have admin permission on that platform; connecting requires an account that can grant data access.

• If you have multiple stores, connect each one separately.

• If the connect button loops back or errors, disconnect and reconnect from Data Sources, then retry the authorization.

• If it still fails, contact support with the platform name and store URL. Some connection issues are platform-side and are resolved centrally.

Q: I use a platform Kintsugi does not integrate with. Can I still onboard?

A: Yes. Upload your transactions as a file from Data Sources. Use the provided CSV template. The minimum required address fields per row are postal code and a two-letter ISO country code; state is required for US and Canada. If you are unsure how to map a column (for example transaction_external_id, product_external_id, exempt, or transaction_type), ask support before uploading rather than guessing, so the data lands correctly the first time.

Q: I connected a payroll/HR tool (Deel, Rippling, Gusto) but the step is not complete.

A: HR and payroll connections do not satisfy this step, because they do not carry sales transactions. Connect a sales channel or upload a sales file to complete Step 1. (Your HR connection is still useful, it helps establish physical presence in Step 2.)

Q: My sales totals in Kintsugi do not match my own records.

A: Check that every sales channel is connected, that all transaction data has synced, and that refunds, discounts, marketplace sales, and exemptions are reflected. If it still does not reconcile, contact support and we will review your data.

Resources for Step 1:

• Connect Your Marketplace to Kintsugi

• Data Sources in Kintsugi

• Uploading Sales Transactions via CSV in Kintsugi

Step 2: Add a Physical Presence

Presence simply means anywhere your business has a physical or operational footprint, think offices, warehouses, remote employees, or inventory storage. Presence is a major factor in determining where you owe sales tax, so this step matters more than it might seem.

To add a presence, log in to Kintsugi, go to the Presence tab, click New, and fill in the country, state, and category for each location. If your business has a presence in multiple states or countries, add each one individually. You can also connect a payroll or HRIS provider, such as Deel, Rippling, or Gusto, to have presence records created for you automatically.

Common Questions for Step 2:

Q: What counts as physical presence?

A: Anything that creates a physical connection to a state: an office or location, employees, contractors or reps working there, or inventory stored there (including third-party fulfillment such as an Amazon or 3PL warehouse). Add each applicable jurisdiction under the Physical Presence step.

Q: Why does this step matter?

A: Physical presence creates "physical nexus," a sales-tax obligation that exists regardless of how much you sell. It is separate from economic nexus (driven by sales volume or transaction count). Getting this right ensures Kintsugi does not miss a state where you owe. Inventory in a state you did not expect (for example, 3PL or marketplace fulfillment) is a frequent surprise, so review your fulfillment footprint carefully.

Q: I have no physical presence outside my home state. What do I enter?

A: Add only your home state (or wherever you actually operate). You do not need to invent presence; economic nexus is evaluated separately from your sales data.

Resources for Step 2:

• What Is "Presence" for a Business?

• How to Add a Physical Presence in Kintsugi

Step 3: Add Organization Details

This is where you tell Kintsugi who you are, officially. Your organization details power everything from registrations to filings, so accuracy here saves you headaches later.

Go to the Configurations tab and complete the following sections:

• Business details, such as your legal business name, entity type, incorporation state, and NAICS code

• Business information, including your contact details and accounting method

• Business contact person, the individual we will reach out to when needed

• Company owners, including ownership percentages

Save each section as you go, and your information updates instantly across your account.

Common Questions for Step 3:

Q: What information do I need?

A: Four sections under Configurations > Organization Details: Business Details (legal name, entity type, incorporation state, EIN, company address, business description, first-operations date), Business Information (phone, email, addresses, fiscal year end, accounting method), Business Contact Person, and Company Owner(s). All four must be complete for this step to pass. Have your incorporation documents and EIN handy.

Q: What format should my EIN/FEIN be in?

A: A US federal EIN is nine digits. Enter the real, correctly formatted number, this is the single most common cause of registration rejections downstream. Do not use a placeholder.

Q: I am a non-US business and do not have a US EIN. What do I do?

A: Enter your home-country business identifier where prompted and reach out to your onboarding contact. A US EIN (via Form SS-4) is often a prerequisite for US state registrations, so starting that application early avoids a later block. If you operate in Canada, the same applies to your Business Number (BN).

Q: What do I enter for ownership percentage?

A: Enter each owner's real percentage; percentages across owners should reflect actual ownership. Do not enter 0% as a shortcut to move past the field, it corrupts the record and causes issues at registration.

Q: Can I change my organization name?

A: The org name is not self-service editable today, but you can update your legal business name under Business Details. Contact support to change the org name itself.

Resources for Step 3:

• How to Set Up Your Organization Details in Kintsugi

• How to Apply for a Federal Employer Identification Number (FEIN)

• How International Businesses Can Apply for an EIN Without a U.S. Presence

Step 4: Add Bank Details

Before Kintsugi can file and pay your sales tax returns on your behalf, we need your banking details and authorization on file. Once you are enrolled for a jurisdiction, your account stays active until you decide to cancel it.

Here is how the process works from start to finish:

1. Your tax return is prepared and reviewed.

2. The return is filed with the tax authority.

3. Payment is scheduled, typically two business days after filing.

4. Funds are withdrawn from your linked bank account and sent to the tax authority.

Common Questions for Step 4:

Q: Why do you need my bank account, and will Kintsugi charge it?

A: These details are used only to remit sales tax to states during filings and registrations. Kintsugi will never move money without your confirmation, and this account is not used to pay for Kintsugi's own subscription. Payment for Kintsugi is handled separately in Step 6.

Q: What fields are required?

A: Account holder name, bank name, account type (checking or savings), routing number, account number, and confirm account number. Then click Save.

Q: I have a non-US bank account with no US routing number.

A: US state remittance generally requires a US bank account and routing number. If you do not have one yet, complete the rest of onboarding and flag this to your onboarding contact so we can advise on the right path for your situation.

Resources for Step 4:

• How Kintsugi Pays Your Taxes?

• Setting Up Sales Tax Payment for Filings and Registration

• Sales Tax Payment Timing & Processing

• Bank Account Requirements for Tax Filings and Remittances

• Tax Remittance via Wire for Non-US Customers

Optional Steps

These two steps are not required to start using Kintsugi, but we recommend completing them for a smoother, more accurate experience.

Step 5: Review Your Products and Services

If you connected a data source in Step 1, you have already done most of the heavy lifting. Kintsugi automatically syncs your transactions, customers, and products from that integration, and Kintsugi Intelligence assigns each synced product a starting category and subcategory.

That said, not all products are taxed the same way, so we recommend reviewing and approving these AI-assigned classifications rather than leaving them on autopilot. A quick check now helps keep your tax calculations accurate down the line.

• To update the category or subcategory for one product or many at once, follow the steps in Updating Product Category and Subcategory.

• To skip manual review for future products, set a default classification so new synced products are categorized automatically. See How to Set a Default Product Classification.

Common Questions for Step 5:

Q: What is this step for?

A: It sets a default tax classification that is applied automatically to newly synced products, so you do not have to approve them one by one. This is especially useful if you sell a single product type (for example, clothing). Set it under Configurations > Settings > Primary Products and Services.

Q: Why does classification affect my tax?

A: Product taxability varies by state; the same item can be taxable in one state and exempt in another. Correct classification is what lets Kintsugi calculate the right tax and produce an accurate liability estimate. Misclassified products are a common reason a liability number looks too high or too low.

Q: Does the default change products I already have?

A: No. The default applies only to products synced after you set it. To reclassify existing products, use the bulk classification tool. If you would rather use your source system's own categories instead of AI classification, contact support.

Q: Can I skip this?

A: Yes, choose "Skip For Now." You can set a default and classify products anytime, and you will be prompted to Classify Products as a follow-on action after setup.

Resources for Step 5:

• How to Set a Default Product Classification

• How to Choose Category and Subcategory for Your Products in Kintsugi

• Updating Product Category and Subcategory.

Step 6: Choose a Plan and Set Up Payment

Last but not least, pick the subscription plan that fits your business, Free, Starter, or Premium, and confirm your payment details. You will find this under Configuration > Billing Details, where you can also view your billing contact, subscription items, and invoice history.

Need to switch plans later? Click Choose Plan at any time, no commitment anxiety necessary.

Common Questions for Step 6:

Q: How is pricing structured?

A: Plans differ by the jurisdictions and volume you need to cover. Review the options on the plan step and select the one that matches your exposure (US-only vs. international coverage such as EU, UK, or Canada affects plan level). If you are unsure which plan fits, ask your account contact before selecting.

Q: Can I skip choosing a plan?

A: Yes, choose "Skip For Now" and add it later. If you are on a paid plan already, this step is satisfied automatically.

Q: My account is managed through a billing partner. Do I still see this step?

A: No. If your billing is handled by a partner, the plan step is hidden and your checklist shows five steps instead of six.

Resources for Step 6:

• Understanding Your Kintsugi Billing and Subscription

• How to Update Billing Details in the Kintsugi App

After Setup FAQs: Registrations, Filings, & State Access

Finishing the checklist unlocks four follow-on actions: Classify Products, Validate Addresses, Approve Current Filings, and Approve Backfilings. This is also where the most common post-onboarding questions come up.

Q: What registration date should I use for a new state?

A: Use the earliest applicable nexus date. If you crossed physical presence before economic nexus, use the physical presence date; if you collected tax before registering, use the economic nexus date. This aligns your registration with when the obligation actually began.

Q: My registration shows "Pending" or "Validating." What does that mean, and how long does it take?

A: It means the registration is in progress with the state or awaiting validation on our side. Timelines vary by state. If you have received a certificate or account number directly from a state but Kintsugi still shows "Pending," send it to support so we can reconcile the status.

Q: Kintsugi is asking for state portal logins, and I am hitting MFA / two-factor problems.

A: This is the single most frequent onboarding blocker, so it is worth setting up carefully:

• States require valid portal credentials (and often a state-issued Sales Tax ID or PIN) to validate registrations and file on your behalf.

• If Kintsugi uses a shared or virtual email for your account, that email must be added to the state portal's multi-factor authentication so verification codes reach us. Add it proactively where the state allows.

• Some states (for example, New Jersey) only release a PIN via an authorized call from you to the state. Your onboarding contact will tell you when that is needed.

• If codes are not arriving or logins are invalid, share the specific state(s) and symptom with support rather than retrying blindly; these are resolved state by state.

Q: What is Kintsugi Mail, and do I need it?

A: Kintsugi Mail routes physical and electronic state notices (and, in some cases, verification codes) to the right place so nothing is missed. If your onboarding includes a mail setup step, complete it before registrations begin, incomplete mail setup is a common cause of missed state letters.

General FAQs

Q: How long does onboarding take, and do I have to do it all at once?

A: Around 25 minutes total. You do not have to finish in one sitting. Your progress is saved, and the sidebar badge (e.g. 4/6) shows what is left. You can go to your dashboard at any time and return to the checklist later.

Q: Which steps are required?

A: Steps 1 to 4 (Data Source, Physical Presence, Organization Details, Bank Details) are required. Steps 5 and 6 (Primary Products and Choose Plan) can be skipped with "Skip For Now" and completed afterward. Setup is considered complete once all required steps are satisfied.

Q: Who on my team can complete setup?

A: Organization details and bank details can only be completed by an Admin or Owner. Other roles can view the checklist and complete some steps, but should hand these two to an Admin/Owner. Invite teammates under Configurations > Users before you start if the right person is not yet on the account. Learn more: How to Add a User to an Account in Kintsugi App

Q: Does Kintsugi register me automatically once I finish?

A: No. Finishing Account Setup enables Kintsugi to analyze your nexus and liability. Registrations, filing approvals, and backfilings are separate actions you review and approve after setup (see "After setup").

You're All Set!

Once these steps are complete, your Kintsugi account is fully configured and ready to work for you. From here, Kintsugi Intelligence takes over the heavy lifting, monitoring nexus, flagging obligations, and keeping your sales tax compliance running smoothly in the background.

Need Help?

We are always here for you. If anything looks incorrect or unclear during onboarding, reach out through the chat bubble in the bottom right corner, and our support team will take it from there. We can help review your data, confirm your product categories, check exemptions, and make sure your sales tax setup matches your business activity.