Sales Tax Helper

Read handwritten job notes, classify income, and match expenses to jobs — all in one step.

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Sales Tax Helper — 1 Run

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What do you need?

Sales Tax Period

Upload TIS Workbook

Drop your TIS Excel file here

or click to browse

.xlsx  ·  .xlsm  ·  .xls

Tip: If your file is on OneDrive, copy it to your Desktop first.

Upload Job Note Images (optional)

Photos of handwritten job logs — used to fill in Job Description, Job Address, and classify each deposit as Repair or Capital Improvement. Without images, those columns stay empty and you can fill them manually.

Drop handwritten job notes here

or click to browse — up to 20 images

JPEG  ·  PNG  ·  WebP

How It Works

1
Read Job Notes

Upload photos of handwritten job logs. Claude Vision reads dates, amounts, addresses, and descriptions.

2
Fill Income Sheet

Matches entries to the Sales Tax sheet by date + amount. Auto-classifies each job (Repair vs Capital Improvement).

3
Match Expenses

Links supply purchases to the nearest job by date. Each expense gets the job's tax description. Capital improvement expenses are separated from repair expenses.

New York State + City combined rate: 8.875% (4% state + 4.5% city + 0.375% MCTD)

Restaurant
  • Prepared food & beverages: Fully taxable at 8.875%
  • Dine-in, takeout, delivery: All taxable (heated food, food sold with utensils, or food sold ready-to-eat)
  • Bottled water, soda, candy: Taxable
  • Tips / gratuities: Not taxable if voluntarily given by customer; mandatory service charges are taxable
Exceptions (not taxable):
  • Unprepared grocery items (cold sandwiches made fresh are still taxable)
  • Bakery items sold in quantities of 6+ (e.g., dozen bagels)
TB-ST-806: Restaurants →
Catering
  • Entire bill is taxable: Food, service, setup, cleanup, equipment rental, staff — all at 8.875%
  • Bundled charges: When food and services are sold together, the entire charge is taxable (TB-ST-110)
  • Off-premise catering: Same rules — location doesn't change taxability
  • Mandatory gratuities / service charges: Taxable when added to the bill
Key distinction:
  • Unlike restaurants, caterers cannot separate food from service to reduce the taxable amount — the entire invoice is subject to tax
  • Separately stated voluntary tips are still exempt
TB-ST-110: Caterers & Catering →
Construction
  • Capital improvements: Not taxable to the customer. Contractor pays sales tax on materials purchased, but does not charge sales tax on the job
  • Repairs / maintenance: Taxable to the customer at 8.875% on the total charge (labor + materials)
  • Contractor vs. subcontractor: Prime contractor collects tax from customer on repair jobs. Subcontractor issues to the prime (not the customer) — the prime is responsible for collecting
  • Materials purchased: Contractors pay sales tax at point of purchase for capital improvement materials; for repair jobs, materials are resold (use resale certificate, collect tax from customer)
Capital improvement vs. repair:
  • Capital improvement — adds value, prolongs life, or adapts to new use (new roof, room addition, new HVAC system). Requires Form ST-124
  • Repair — keeps property in working condition without adding value (fixing a leak, replacing a broken window, patching drywall)
TB-ST-104: Contractors → TB-ST-104.1: Capital Improvements →