Learn how Numeral monitors your virtual mailbox, reviews tax notices and state correspondence received on your behalf, and notifies you of deadlines, requests, filing issues, and actions required by tax authorities.
What the virtual mailbox is
The virtual mailbox routes mail from tax authorities to a Numeral-managed address instead of your own. It only covers sales-tax-related mail ā not personal or other business mail ā and it's what lets us react proactively to things like a filing-frequency-change notice as soon as it arrives, instead of after the fact.
Setting it up
Set up your virtual mailbox from Settings ā Account ā General, then the Virtual mailbox card. Setup includes a notarized USPS Form 1583, which authorizes Stable to receive mail on your behalf.
š“ If you decline the virtual mailbox, you're responsible for sharing notices with our team directly through the messaging widget in your Numeral dashboard. Our team can't act on notices we haven't received, so be sure to share any time-sensitive documents with us as soon as possible. Numeral is not responsible for penalties resulting from delayed notification.
What we do when a notice comes in
Every notice that reaches your virtual mailbox is reviewed and triaged by our team ā most are routine and don't need anything from you.
š¢ One less thing to keep track of: Our team will notify the primary contact on file if anything urgent comes ināyou can cross monitoring your mail for tax-related notices off your list.
š” Tax authorities may still contact you directly from time to time, including by phone. If this happens, notify our team and share any related correspondenceāeven if you think it's unrelated or have already responded. This helps us review the situation and determine whether any action is needed.
What to send us
Including the following details up front helps us avoid unnecessary back-and-forth:
All pages of the notice or letter
The state and tax type
The date on the letter and any deadline or hearing date
The periods and amounts listed
For a levy: whether your bank account has already been levied
What's outside our scope
Numeral handles sales-tax mail only. We can't assist with:
Personal penalties
Withholding tax
Corporate income tax
Unemployment tax
Any accounts not managed by Numeral
If a state sends you a refund check
If a jurisdiction sends a check through your virtual mailbox, we'll confirm the mailing address with your account's point of contact before forwarding it on to you.
How this connects to penalties and interest
A notice can reference penalties or interest already assessed on a filing ā see Understanding penalties and interest for more information on how liability is determined and which jurisdictions are strictest.
Frequently asked questions
What is the virtual mailbox and how does mail get there?
What is the virtual mailbox and how does mail get there?
It's a service (run by our partner, Stable) that routes your sales-tax mail to a Numeral-managed address instead of your own. Set it up under Settings ā Account ā General, in the Virtual mailbox card, and make sure both your mailing address and location address are updated to it.
Will Numeral respond to a state on my behalf?
Will Numeral respond to a state on my behalf?
Generally no ā as with audits, you remain the state's main point of contact for a notice, and we prepare what you need to respond.
š¬ Questions? Reach out to our team anytime via the messaging widget in your Numeral dashboard.