Data intake
In v1 the client sends one standard workbook per channel each quarter. The intake spec matters more than the interface — without ship-to province, no provincial test can run.
Illustrative fixture data — Canada GST/HST, QST, and provincial sales tax for ecommerce clients.
Period status — Q2 2026
Validated on upload, not on trust
| Client | Period | Files | Received | Validation issues | Status |
|---|---|---|---|---|---|
| Northline Supply Co. | Q2 2026 | 4 / 4 | 12 Aug 2026 | — | Validated |
| Bloom & Batch Bakeware | Q2 2026 | 3 / 3 | 8 Aug 2026 | — | Validated |
| Lumen Pet Co. | Q2 2026 | 3 / 3 | 19 Aug 2026 | 1 | Validated with notes |
| Kite & Co. Apparel | Q2 2026 | 3 / 3 | 11 Aug 2026 | — | Validated |
| Verdant Skincare | Q2 2026 | 2 / 2 | 6 Aug 2026 | — | Validated |
| Cedar Peak Outfitters | Q2 2026 | 1 / 4 | — | 3 | Overdue 24 days |
Missing or failed uploads create an exception. Monitoring never shows green on stale data.
What we ask each client for
Generated per client from active channels
| Source | File | Required fields | Cadence | Why it matters |
|---|---|---|---|---|
| Shopify | Taxes and duties finance report (CSV) | Order date · ship-to province · net sales · tax collected · refunds | Quarterly | Only source that proves what the client itself collected |
| Shopify | Tax regions screenshot (PNG/PDF) | Every jurisdiction toggled on, with registration numbers | Quarterly, or on change | Evidence of configuration at a point in time |
| Amazon Seller Central | Sales tax report + settlement reports | Marketplace-collected tax by province, order-level ship-to | Quarterly | Splits deemed-supplier sales from client-collected sales |
| Amazon Seller Central | FBA inventory event detail / inventory by fulfilment centre | Fulfilment centre code and province, first-stocked date | Quarterly | Inventory location triggers PST nexus regardless of revenue |
| Etsy / eBay / Walmart / TikTok | Platform sales tax summary | Gross CA sales, tax collected by platform, by province | Quarterly | Confirms which platform covers which jurisdiction |
| Stripe / PayPal / direct | Payout and invoice export | Customer province, net sales, tax charged | Quarterly | B2B and off-store sales are the most common blind spot |
| QuickBooks Online | Sales by product/service + GL tax accounts | Revenue by channel, tax payable balances | Quarterly | Reconciliation check — channel totals must tie to the GL |
| Client questionnaire | Xena intake form | Associated entities, inventory locations, employees, product categories, registrations | Onboarding, then annually | Nexus facts and associated-group aggregation cannot be derived from data |
Upload validation
Province codes valid
Reject unknown or blank ship-to province
Channel totals tie to GL
Variance over 1% blocks import
Tax collected vs applicable rate
Plausibility test per province
Period completeness
All three months present
Duplicate detection
Same channel and period already loaded
Currency
Non-CAD amounts must carry an FX basis
Cedar Peak Outfitters — failed intake
Overdue 24 days
- Shopify taxes and duties report
- Missing
- Amazon sales tax report
- Missing
- Walmart settlement report
- Missing
- FBA inventory by fulfilment centre
- Received
All Cedar Peak threshold statuses are held at amber. The client is not shown as compliant on the strength of stale data.