Taxes

Overview of Taxes in PodPlay

PodPlay is not a tax consultant.

Please consult a tax expert for guidance on which revenue categories your business must collect and remit sales tax on per your state's tax laws.

PodPlay is not responsible for ensuring you collect and remit sales tax properly in accordance with your state and local tax laws. Once taxes are collected, PodPlay is not responsible for returning any collected revenues to the Customer.

You are responsible for filing your sales tax returns and remitting the collected sales tax to your city/state accordingly.

This article is an overview of how sales tax works in PodPlay for Reservations, Events, Memberships, and Admin-initiated charges from the Dashboard. It covers how taxes are configured, the revenue categories the system supports, how taxes appear in the Customer and Admin experiences, and how to remove tax from a specific charge when needed.

Tax Configuration

Taxes are configured in PodPlay together with your Customer Success Manager (CSM).

During onboarding, you are asked how much tax to add and which products or services are taxed at your Club. The system supports different tax rates across different revenue categories. For example, one rate for booking a Reservation, a different rate for Event signup, and a third rate for Private Events.

To configure these, share your tax matrix (the rates per category that apply to your Club) with your CSM. The CSM will map the rates against the App's UX/UI so that Customer purchases through the App show an explicit sales tax line item, and Dashboard charges automatically include tax.

It is the Club's responsibility to identify the applicable city and state taxes based on your Club's location and to share that information with your CSM. Depending on your location, some revenue categories may be subject to sales tax while others are not, and different rates may apply to different categories.

Revenue Categories

Below are the revenue categories the system supports. Some Clubs use all of them; others use only a few. Work with your CSM to determine which apply to your business.

General Categories

• BOOKING — taxes the booking of a private Reservation
• COACHING LESSONS — taxes private Reservation lessons with a Coach. Adding this without BOOKING means lessons are taxed while Reservations are not
• EVENT SIGNUPS — required in conjunction with EVENT, CLASS, PRIVATE_EVENT, and SERIES_SIGNUP for those four to function properly
• CLINICS/CLASSES — taxes Clinic or Kids Class type Event signups
• SERIES — taxes Series type Event signups
• PRIVATE EVENTS — taxes Private Event type Event signups
• MEMBERSHIP — taxes Membership purchases

Tax setup for products sold in the Shop is handled separately through Shop Tax Categories. See the Shop Tax Categories article for that workflow.

Customer-Facing (Front End) Behavior

When Customers make Reservations and Events purchases through the App, sales tax appears as an explicit line item in their purchase based on the tax matrix you shared with your CSM. You can download your transaction history report from the Purchase page of the Dashboard, where sales tax is included as a separate column.

Admin Dashboard (Back End) Behavior

When an Admin charges a Customer from the Dashboard, taxes are automatically added if you have shared your tax matrix with your CSM. The tax line item is visible in the charge pop-up and updates as the cost of the item changes, before the charge is completed.

How to Remove Taxes From a Specific Charge

There may be times when an Admin needs to remove tax from an individual charge. The Dashboard supports this on a per-charge basis.

1. Create a Charge from the Dashboard, create a charge inside an Event or Reservation.

2. Locate the Charge Taxes Box in the pop-up window, notice the "Charge Taxes" box is checked ON.

3. Toggle Charge Taxes Off click the "Charge Taxes" box to turn it OFF. The Taxes line item will disappear from the charge.

4. Complete the Charge

Click the "Create Charge" button to finalize the charge without tax.

Remember, it is the Club's responsibility to share your tax matrix with your CSM and to file sales tax returns on time. Depending on your city and state, you may need to collect and remit sales tax on all of your products and services, some, or none. Work with a tax advisor for assistance filing sales tax returns correctly and on time. PodPlay is not a tax consultant and is not responsible for the accuracy or timeliness of your sales tax filings.

FAQs

Who configures my Club's tax rates?

Your PodPlay Customer Success Manager (CSM) configures your tax rates in the system. You provide the tax matrix (which categories are taxed and at what rate), and the CSM maps it to the appropriate revenue categories.

Can I have different tax rates for different products and services?

Yes. The system allows different tax rates per revenue category. For example, you can apply one rate to Reservations, a different rate to Event signups, and another to Private Events.

Do taxes get added automatically when I charge a Customer from the Dashboard?

Yes, if you have shared your tax matrix with your CSM. The tax line item appears in the charge pop-up and updates with the charge total before you finalize.

How do I remove tax from a single charge?

In the charge pop-up, uncheck the "Charge Taxes" box. The Taxes line item will disappear. Click "Create Charge" to complete the charge without tax. See the steps above for the full walkthrough.

Where do I see how much tax was collected?

Download the transaction history report from the Purchase page of the Dashboard. Sales tax is included as a separate column.

What's the difference between these taxes and Shop Tax Categories?

The taxes covered in this article apply to Reservations, Events, Memberships, Coaching, and Admin-initiated charges. Shop Tax Categories are a separate, location-specific setup that applies only to products sold through the Shop. See the Shop Tax Categories article for that workflow.

Does PodPlay file my sales taxes for me?

No. PodPlay collects the tax based on the matrix you provide, and includes it in your transaction history. Filing sales tax returns and remitting the collected tax to your city and state is the Club's responsibility. Work with a tax advisor for filing.

What if I'm required to collect tax on a category I don't see listed?

Reach out to your CSM. The Revenue Categories section above lists what the system currently supports — your CSM can confirm what's available and how to map your needs to those categories.