If you manage exemption certificates in Avalara Exemption Certificate Management (ECM), you will need to export certificate images or data for audits, vendor requests, or printed records. Avalara lets you export individual certificates as PDFs, bulk certificate images as a combined PDF file, or search results as a CSV file. This article explains how to export certificates from ECM Premium, ECM Essentials, ECM Pro, and the AvaTax connector for QuickBooks Desktop.
Which Avalara Product and Export Method You Need
| Avalara product | What you can export | File format | Use case |
|---|---|---|---|
| ECM Premium (customer certificates) | Single certificate, bulk certificate images, or search results | PDF for images, CSV for data | Audit packages, customer records, bulk printing |
| ECM Premium or Pro (vendor certificates) | Search results with vendor certificate details | CSV | Vendor exemption reporting, internal compliance reviews |
| ECM Essentials | Search results with customer certificate details | CSV | Customer exemption reporting, analysis |
| AvaTax for QuickBooks Desktop | Customer exemption details | CSV | QuickBooks-based exemption records |
If you manage customer certificates and need certificate images for an audit, use the bulk export option in ECM Premium. If you need certificate data for reporting or analysis, export search results as a CSV.
Export a Single Certificate as a PDF in ECM Premium
To download one certificate image:
- From Avalara Home, go to Exemptions > Customer certificates.
- Locate the certificate in the list and select the Ellipsis icon next to it.
- Select Download the certificate.
[STEP 1: Screenshot of ECM Premium Customer certificates page showing the Ellipsis icon menu with the Download the certificate option highlighted]
The certificate downloads to your device as a PDF file named with the certificate ID. You can also download a certificate from the certificate details page by selecting the certificate ID to open the details, then selecting the Download icon at the top of the page.
[STEP 2: Screenshot of ECM Premium Certificate details page showing the Download icon at the top]
Export Bulk Certificate Images as a CSV in ECM Premium
- Select Manage columns to choose which fields appear in the export. Select the checkboxes next to the column names you want, then select Done.
[STEP 5: Screenshot of ECM Premium Customer certificates page showing the Manage columns panel with checkboxes and Done button]
- Select the Ellipsis icon and select Export.
- In the Export as a CSV file box, enter a name in the Give your export a name field.
- Select Export.
[STEP 6: Screenshot of ECM Premium Export as a CSV file dialog box showing the name field and Export button]
The export begins, and the Downloads page appears. When exporting records linked to multijurisdictional certificates, ECM creates a separate row for each applicable jurisdiction.
Export Search Results as a CSV in ECM Essentials
The process in ECM Essentials is similar:
- From Avalara Home, perform a customer search and apply any filters.
- Select Manage columns to choose which fields to include.
- Select the Ellipsis icon and select Export.
- Enter a name for the export and select Export.
The file appears on the My Downloads page when the export completes.
Download the Completed Export File
After any export, Avalara takes you to the Downloads page (or My Downloads in ECM Essentials). To download the file:
- Select Account > My downloads if you navigated away from the page.
- Locate the export in the list and confirm the Status shows as Completed. Export duration depends on file size and network speed.
- Select the Download icon next to the export entry.
[STEP 7: Screenshot of Avalara Downloads page showing the list of exports with Status column and Download icon]
The file downloads to your device. You can share or print the file as needed.
Export Exemption Data from AvaTax for QuickBooks Desktop
If you use the AvaTax connector for QuickBooks Desktop, you can export exemption certificate details directly from QuickBooks:
- From QuickBooks Desktop, go to File > AvaTax > Preferences to open the AvaTax connector's Account page.
- Select Exemptions in the navigation pane.
- On the Exemptions page, select one or more customer names whose exemption information you want to export.
- Select the More tab, then select Export.
- A pop-up message confirms the file exported successfully. Select OK to exit.
[STEP 8: Screenshot of AvaTax for QuickBooks Desktop Exemptions page showing the More tab and Export option]
The system saves the exemption certificate details as a CSV file to your computer.
Common Export Issues and How to Fix Them
| Issue | Cause | Fix |
|---|---|---|
| Export file is empty or missing certificates | Certificates do not have images attached, or filters excluded all results | Check that certificates have images uploaded. Review your filters and broaden the date range or status selection. |
| Export exceeds 1 GB or 1,000 certificates | Too many certificates selected for bulk image export | Apply filters to reduce the certificate count or export in smaller batches. |
| Download link does not appear | Export is still processing | Wait for the status to change to Completed on the Downloads page. Large exports can take several minutes. |
| CSV columns do not match expectations | Columns were not selected in Manage columns before export | Return to the certificates page, select Manage columns, choose the fields you need, and re-export. |
Expert tip: Check certificate completeness before sharing audit records
Before sharing an exemption certificate export for an audit, compare the downloaded files against your certificate records to check for missing documents. Avalara ECM skips certificates without attached images, so verify that all required certificates are included. For multijurisdictional certificates, also check that the CSV includes the applicable jurisdictions.
How Galvix can help with exemption certificate records
Exporting exemption certificates for an audit or vendor request can involve more than downloading a file. You may need to check for missing certificate images, adjust filters, or split large exports into smaller batches. Making sure you have complete and current records can take additional time, especially when you're managing certificates across multiple jurisdictions.
Galvix helps reduce that ongoing administrative work by managing exemption certificates for you. Its compliance team handles certificate collection, recordkeeping, and expiration tracking, so you're not constantly chasing documents or organizing records when someone requests them.
If preparing exemption records is taking up too much time, book a demo to explore how Galvix can help.
Frequently Asked Questions
Can I export certificates for a specific state or exemption reason?
Yes. Use the Filters option on the Customer certificates page to narrow the list by region, exempt reason, certificate status, or expiration date before you export.
What format are bulk certificate image exports in Avalara?
Bulk certificate image exports combine all selected certificates into a single PDF file. Each certificate appears on its own page within the PDF.
Can I export vendor certificates the same way as customer certificates?
If you subscribe to Avalara Vendor Exemption Management, you can export vendor certificate search results as a CSV from the Vendors or Certificates for vendors page using the same process.
What should I do if my export fails or the file does not download?
Check the Status column on the Downloads page. If the status shows an error, verify your filters did not exclude all results and that your bulk image export does not exceed 1,000 certificates or 1 GB.
The export begins, and Avalara takes you to the Downloads page. ECM can export up to 1,000 certificates at once, and the file size cannot exceed 1 GB. ECM skips any certificates that do not have images attached.
