Tax profiles and desking approvals

A tax profile tells the desking worksheet how to tax a deal: the rates, what is taxable, how trade-ins and rebates count, the doc-fee cap and the title and registration fees. Desking rules decide which worksheets a manager must approve first. Both protect you from sending a customer numbers that nobody checked.

Before you start #

Deals without a desking worksheet keep using the simple sales tax rate from Finance › Accounting settings.

Create a tax profile #

1. Open Finance › Tax profiles.
2. Either select New tax profile, or under Start from an example pick an Example, choose For (all rooftops or one) and select Copy example.
3. Under Profile, set the Name, the State or region code, the Location (all rooftops or one) and the Status.
4. Under Tax rates, add each component with its Name, Rate (%) and, for a rate that applies only to part of the price, Only on the first ($, optional) (for example a local tax on the first $5,000).
5. Under What is taxed, choose whether accessories, the documentation fee, other dealer fees and protection products are taxed. Set Manufacturer rebates (taxed before or after the rebate), Trade-in credit (full, capped or none, with the Trade-in credit cap ($, when capped)) and the Documentation fee cap ($, optional).
6. Under Title and registration fees, list the government fees. They are added to a deal's first worksheet and are never taxed. Staff can change them per deal.
7. Select Save profile.

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1. New tax profile from scratch.
2. Review: when the current revision was reviewed, or that it is not reviewed.
3. Start from an example copies a made-up example for you to edit.

Rates without a cap are added together and rounded once. Each capped rate is worked out on its own.

Mark a profile reviewed #

1. Open the profile and scroll to Review.
2. In Who checked it and against what, write who checked it and the source, for example "CPA, state DOR bulletin 2026-04".
3. Select Mark revision N reviewed.

Any change to the rules, the state code or the location creates a new revision, which must be reviewed again. Until the current revision is reviewed, worksheets that use it show a "not reviewed" warning and their deals cannot be emailed, texted or marked sent. After a re-review, save older worksheets again so they use the reviewed rules. Reviews and edits are recorded in the audit log with the before and after values.

A worksheet must use an active profile for the vehicle's rooftop, or a dealership-wide one.

Set the desking rules #

1. Open Finance › Desking rules.
2. Under When a worksheet needs a manager's approval, tick Every worksheet needs approval, or fill in any of: Front gross below ($), Dealer discount above (% of selling price), Negative equity above ($) and Protection product margin below ($). Leave a rule blank to turn it off.
3. Under Payment grid and reserve, set the Default terms (months, up to three) (36, 48 and 60 by default), the Default extra cash down steps ($, up to three) and the Dealer share of finance reserve (%) (100 by default).
4. Select Save rules.

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1. Approval rules (step 2).
2. Payment grid and reserve (step 3).

Approve a worksheet #

When a saved version meets any rule, the worksheet's Approval panel lists the reasons and says "Waiting for a desk or sales manager." The deal cannot be sent until it is approved.

1. Open the deal's desking worksheet.
2. Check the numbers (use Compare versions to see what changed).
3. Add Notes if you like and select Approve version N.

The approval belongs to that exact version. Saving new numbers creates a new version without approval, and an approval for an older version is refused. If an accepted deal gets a version that needs approval, it goes back to Draft so the customer cannot accept unapproved numbers.

Tips #

• Create one dealership-wide profile per state you sell in, and a rooftop profile only where a local rate differs.
• Keep the note in Who checked it specific. It is your evidence if a tax question comes up later.
• Start with a front gross rule. It catches most deals that need a second look.

Permissions #

Limitations #