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Accounting and Financial Planning for Law FirmsLaw Firm ManagementFeatures

Use Tax: The Overlooked Tax of Law Firms

By Bonnie Susmano
February 01, 2025

Understanding use tax, a tax imposed on goods or services purchased outside a jurisdiction but used within that jurisdiction, is critical. Use tax is meant to complement sales tax by ensuring that items bought from out-of-state sellers, where sales tax might not be collected, are still taxed.

This knowledge empowers law firms to navigate the tax implications of their purchases. For example, if a product is purchased from an online retailer that does not charge sales tax, you may be required to pay use tax to your state or local government when you bring the product into your home state. This tax helps to level the playing field between in-state and out-of-state retailers.

As a result, many professional service firms may face several use tax issues, including:

  1. Purchases of Tangible Goods: Law firms often buy office supplies, equipment, and technology. If these goods are purchased from out-of-state vendors and sales tax is not collected, the firm may be responsible for use tax.
  2. Software and Digital Services: Law firms generally use cloud-based software, legal research tools, and other digital services. Determining whether use tax applies to these services can be complex, primarily if the software is hosted out-of-state or if the service falls into a gray area of taxability.
  3. Interstate Transactions: When law firms procure goods or services from out-of-state vendors where sales tax is not charged, they may need to self-assess the use tax and remit it to their home state's tax authority.
  4. Taxability of Services: Different states have different rules about whether professional services are subject to use tax. Navigating these varying rules can be challenging.
  5. Audit Risks: States are increasingly auditing professional service firms to ensure compliance with use tax obligations. This trend necessitates that professional services understand the importance of and address any use tax issues to avoid penalties and interest.
  6. Recordkeeping: Law firms must maintain detailed records of their purchases to determine the applicable use tax, if any. This is a crucial step in ensuring proper reporting and remittance and providing a clear audit trail in case of a tax audit.

Takeaways

Addressing the above issues requires a thorough understanding of state tax laws to ensure compliance and mitigate risks. By taking a proactive approach, law firms can navigate the complexities of use tax and avoid potential penalties by obtaining guidance.

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