New York Sales Tax Filing and Compliance for Long Island Businesses

New York sales tax is one of the most detailed in the country. The state rate combines with county rates, Nassau and Suffolk each have their own local rate, and the rules for what is taxable vary by product and service. Raymond G. Kenney CPA, P.C. helps Long Island businesses register, file and stay compliant so sales tax doesn't become a surprise bill.

Do You Need to Collect New York Sales Tax?

You generally need a New York Certificate of Authority before you make taxable sales in the state. Businesses that commonly need one include:

• Retail stores and restaurants

• E-commerce sellers shipping to New York customers

• Contractors selling taxable services or materials

• Businesses providing taxable services such as certain repair, maintenance or information services

• Vendors at fairs, markets and pop-up events

Sellers outside New York may also have a filing requirement once their sales into the state cross the economic nexus threshold.

What's Included

• Registration. Ray helps you apply for a Certificate of Authority through New York State's online services.

• Return preparation and filing. Quarterly, annual or monthly (PrompTax) returns prepared from your sales records and filed on time.

• Rate and jurisdiction review. Sales are reported to the correct county and locality, including Nassau and Suffolk.

• Taxability review. Ray reviews what you sell to identify which items and services are taxable and which are exempt.

• Exemption certificates. Guidance on collecting and keeping resale and exempt-purchaser certificates.

• Marketplace and e-commerce reconciliation. Matching sales from Amazon, Shopify, Etsy and other platforms to what was collected by the marketplace versus by you.

• Catch-up filings. If returns were missed, Ray can prepare and file past-due periods.

New York Filing Frequency

The state assigns your filing frequency based on taxable sales:

• Annual filers for smaller businesses, with returns covering March 1 through February 28

• Quarterly filers for most small businesses, with returns due 20 days after each sales tax quarter ends (quarters run March–May, June–August, September–November and December–February)

• Monthly or PrompTax filers for larger businesses

Many owners don't realize New York's sales tax quarters don't match the calendar quarters. Ray tracks your deadlines so nothing slips.

Keep Sales Tax Separate From Your Cash Flow

Sales tax you collect belongs to the state. When it sits in the same account as operating cash, it is easy to spend. Ray can set up your books so sales tax is tracked as a liability, and reconciled every period. See monthly bookkeeping and QuickBooks setup and optimization.

Industries Ray Works With

Sales tax issues show up often for e-commerce sellers, contractors, restaurants and retail shops. Ray works with businesses throughout Nassau and Suffolk counties from his base in Seaford, NY 11783, and with clients across New York through virtual CPA services.

Get Your Sales Tax Under Control

Start with a free 10-minute Fit Check, or book a 30-minute ($75) or 1-hour ($150) consultation to review your sales tax setup.

Or call 516-493-2967.