Planning a US sale from Mexico, Germany, Japan, China, France or elsewhere? Ask Caira by Unwildered to organise contracts, labels, invoices and client requests.
US Sales Tax For Foreign Online Sellers
US sales tax is not American VAT. It is state-based, threshold-based and often affected by marketplaces, warehouses and direct website sales.
This guide is for foreign e-commerce brands trying to work out what to track before a US accountant asks for state-by-state data.
Where Businesses Get Caught
A clean answer helps the business move faster because the buyer, platform, broker or adviser can see what has already been decided. The simple version is this: separate marketplace and direct sales, then track sales by state, and keep the proof with the commercial file.
The safest early move is to slow down only enough to identify the responsible party, the missing document and the official source that should be checked.
The business can still move commercially, but it should not let speed create avoidable gaps in the record.
A Calm First Pass
Step | What to do |
|---|---|
1 | Separate marketplace and direct sales |
2 | Track sales by state |
3 | Check inventory and warehouse locations |
4 | Store marketplace collection reports |
5 | Use state tax agency guidance |
The aim is to put names next to duties before the order moves. The practical aim is simple: no important duty should be left floating between the seller, buyer, broker, platform or adviser.
How This May Show Up
Mexico: A business in Mexico should separate marketplace and direct sales before quoting US delivery dates..
Germany: A business in Germany should track sales by state before the first US purchase order is accepted..
Japan: A business in Japan should check inventory and warehouse locations before spending more on packaging, ads or inventory..
China: A business in China should store marketplace collection reports before a broker, platform or buyer asks for proof..
France: A business in France should use state tax agency guidance before the file has to be repaired under time pressure..
Common Mistakes
Thinking sales tax is federal VAT;
Ignoring direct Shopify sales;
Registering everywhere too early;
A short file note can help here: what was checked, who is responsible, what is missing and who needs to answer the next question.
Documents To Gather
formation documents and state filings;
EIN, tax forms and responsible-party records;
registered agent, address and annual-report records;
contracts, invoices and payment processor requests;
emails showing who handles tax, import, payroll or compliance tasks.
Caira can group these documents, spot missing items and draft a question list for a broker, accountant, lawyer, regulatory consultant, distributor or US client.
Short FAQ
Is sales tax only a large-company issue?
No. Smaller businesses can run into issues early because one marketplace, one shipment or one US client can trigger formal document requests.
Can my US buyer or platform handle sales tax for me?
Sometimes. Get it in writing and make sure the contract explains what the buyer will do and what documents you must provide.
What should I check before spending money?
Check who is responsible, which official source applies, what document is missing and whether the issue belongs to a federal agency, state agency, marketplace, buyer or professional adviser.
Can Caira replace a US adviser?
No. Caira does not provide legal advice, but she can help organise documents and prepare focused questions for US professionals.
Sources Checked
State tax agency marketplace facilitator guidance.
Streamlined Sales Tax marketplace resources.
California CDTFA marketplace guide.
Texas Comptroller remote seller FAQs.
This article is general information. It is not legal, tax, customs, financial or regulatory advice.
