Skip to main content

Important!

Due to the pandemic, our offices are closed to the public. Please visit our Contact page for support options.

COVID-19 business relief is available. El alivio comercial de COVID-19 está disponible.

Home
  • Laws & rules
  • Careers
  • Contact
  • About
  • Log in

Search Google Appliance

  • Home
  • Open a business
    • Get started
    • Apply for a license
    • Plan for taxes
  • Manage a business
    • Run
    • Grow
    • Close
  • Taxes & rates
    • Sales & use tax rates
    • Tax incentives
    • Business & occupation tax
    • Retail sales tax
    • Use tax
    • Property tax
    • Other taxes
    • Income tax
  • File & pay taxes
    • Filing frequencies & due dates
    • File or amend my return
    • Report no business activity
    • Late filing
    • Reviews and appeals
    • Apply for a tax refund
  • Education
    • Industry guides
    • Events & workshops
    • Watch a video
    • Audits
  • Forms & publications
    • Forms by name
    • Forms by subject
    • Publications by name
    • Publications by subject
Home / Find taxes & rates / Retail sales tax / Reseller permits / Customer Database Conversion Service
Print

Customer Database Conversion Service

This free service allows businesses to submit their customer address database and receive the location code and sales tax rate for each Washington State address.  Follow the instructions below to send us your customer address database.

What we’ll send you

The results should be available within two business days. You will receive an email when the results are ready. The following files will be returned:

  • The results file will contain the original data with results for each record. Location code and tax rate will be listed if found.
  • To make it easier for you to identify addresses that could not be found, an error file will be created that contains only those records where a location code and tax rate could not be found. An explanation of why will be included.

The links and files will remain available until the last day of the current quarter.

File Format Requirements

  • File must be in a comma or tab delimited text format.
    • Comma Delimited example: Cust01,123 Oak St,Olympia,WA,98502
    • Tab Delimited example: Cust01     123 Oak St     Olympia     WA     98502
  • One address per record.
  • Do not include column headers containing field names in the file.
  • All records must have the same number of fields.
  • Only the following fields will be accepted in the following order:
Field Name Description Format Length
Record No or Customer Name Field used to correlate the results back to your database.  alpha/numeric n/a
Address Number, street name, direction (Suite, Apt, Lot are not required) alpha/numeric n/a
City Name of city alpha n/a
State Two character state abbreviation (WA only) alpha n/a
Zip Code and +4 5, 9 or 10 digits (i.e. 98513, 98513-2452, 985132452)  numeric/character

10

Examples of acceptable file formats:

Tab-delimited file
Comma-delimited file


How to save your database in the correct format before submitting

Comma delimited:

  • Click FILE
  • Choose SAVE AS
  • In the SAVE AS TYPE drop-down box, select CSV (*.csv)
  • Click the SAVE button

Tab delimited:

  • Click FILE
  • Choose SAVE AS
  • In the SAVE AS TYPE drop-down box, select Text (*.txt)
  • Click the SAVE button

 

Examples of results and error files

Results file
Error file


Location codes and tax rates change quarterly

Tax rates and location codes can change on a quarterly basis. It is your responsibility to make sure your database has the current tax rates and location codes.

To ensure your database has the most up-to-date information:

  • Refer to our Local Sales & Use Tax Rates & Changes publication to update your database with the current tax rates and location codes; or
  • Submit your database at the beginning of every quarter. The quarters begin on the following dates:
    • Quarter 1 January 1
    • Quarter 2 April 1
    • Quarter 3 July 1
    • Quarter 4 October 1

Are you ready to submit your customer database?

Yes, I'm ready to upload my database 

Questions?

For questions about the Customer Database Conversion Service, call Melissa Brogan at 360-705-6049 or send an e-mail to MelissaBr@dor.wa.gov.

For questions about Destination-based Sales Tax and other tools, call 360-705-6705.

 

Laws & rules | Careers | Contact | About

Home

About

Careers

Contact

Help us improve!

Join our mailing lists

Laws & rules

News releases

Statistics & reports

 

Open a business

Get started

Apply for a license

Plan for taxes

Manage a business

Run

Grow

Close

 

Taxes & rates

Sales & use tax rates

Tax incentives

Business & occupation tax

Retail sales tax

Use tax

Property tax

Other taxes

Income tax

File & pay taxes

Filing frequencies & due dates

File or amend my return

Report no business activity

Late filing

Reviews and appeals

Apply for a tax refund

Education

Industry guides

Events and workshops

Watch a video

Audits

Forms & publications

Forms by name

Forms by subject

Publications by name

Publications by subject

  • Department of Revenue Facebook page
  • Department of Revenue Twitter feed
  • Department of Revenue LinkedIn page.
  • Department of Revenue YouTube channel

Español | Русский | 한글 | Tagalog | Tiéng Viét | 漢語

  Subscribe to receive notifications | Taxpayer Rights and Responsibilities 
Your Privacy | Accessibility | DOR Staff only | © 2017 WASHINGTON STATE DEPARTMENT OF REVENUE AND ITS LICENSORS. ALL RIGHTS RESERVED.
Access Washington