Tax & Compliance

FlowFuse partners with external specialists to ensure global and domestic tax compliance.

To find out the names of the providers, please visit our vendor sheet.

Handling Payroll Tax Notices

Whenever we receive mail regarding Payroll Taxes, it must be submitted immediately to Deel for review and resolution. Do not email these documents to our Customer Success Manager (CSM); instead, upload them directly through the Deel platform using the automated system.

How to Submit a Tax Notice in Deel

1. Locate the Notice: Access the document in our email. Download it as a high-quality PDF or image.
2. Navigate in Deel: Log into the Deel platform and go to the Payroll section.
3. Open Tax Documents: Select the Tax Documents tab, then click on the Tax Notices tab.
4. Upload: Click Add notice.
5. Review: Deel's platform will automatically scan the document and extract the key details (no manual data entry required). Verify that the pulled information looks correct.
6. Submit: Click Submit.
7. Tip for Image Quality: If you are uploading a photo instead of a digital PDF scan, ensure the image is perfectly clear and legible. High-quality uploads allow Deel's system to read the text accurately, which significantly speeds up the review process.

Track the Status

Once submitted, the notice status will update to Received.

• Expert Review: The notice goes directly to Deel's tax specialists, who will handle the resolution and provide guidance or next steps.
• CSM Updates: Our Deel CSM will keep us informed of any critical updates.
• Central Tracking: You can track the real-time status of the notice and any actions directly within the Deel dashboard—no need to dig through email threads.

Bad Debt Process

An invoice should only be written off as bad debt if the client has already received and used FlowFuse products. Do not mark the invoice as paid or void it, as this would distort revenue numbers.

⚠️ Only write off as bad debt if the client has received and actively used the product. When in doubt, consult with the Finance team before proceeding.

Steps

1. In HubSpot, navigate to the client's account and locate the specific invoice. On the invoice, click the three-dot menu and select "Create credit memo". When creating the credit memo, set the reason to "Other" and manually enter "bad debt" in the description field. This ensures the credit memo is tied directly to the original invoice on the client's record.
2. Email Zeni Accounting Team at team@zeni.ai with the invoice number to notify them that the invoice is being written off as bad debt. You can also flag it in Slack as an additional notice, but the main notice should go out via email.
3. In QBO, the Zeni accounting team will verify that the credit memo has been applied to the invoice — either automatically through the HubSpot sync or manually if it did not sync correctly.

Internal Documentation & Storage

All finalized tax filings, monthly financial packages, and signed vendor contracts are stored in this folder in Google Drive. Access is limited to the Accounting Team and Executive Leadership.