Set the taxes and VAT on your invoices
Choose your company's country, tax name and default rate, give a client a rate of their own and say when VAT is payable by the client.
The video for this guide is coming soon.
The "Taxes" block says which tax your company charges, at what rate and in which currency. These settings apply to invoices, reports, the client portal and the financial table. Set them before your first invoice, then whenever a rate changes. Allow 5 minutes.
Once the taxes are set, prepare your invoice messages, then send your invoices.
Choose the country and the default rate
Step by step
- 1
Open Finance › Reports and invoices, then click Settings. The "Report and invoice settings" panel opens.
- 2
Click "My details". The "Identity", "Billing" and "Taxes" blocks are shown.
- 3
Under "Country for taxes", choose the country. The tax name, its rates and the currency are filled in.
- Was another country already chosen? The "Switch to the … profile?" window opens: click Change country.
- 4
Under "Default rate", choose the rate applied to your clients.
- 5
Check the "Currency".
- 6
At the bottom of the screen, click Save. The message "Saved. Rate applied to clients without a rate of their own: …" is shown.
| Field | What it does |
|---|---|
| Country for taxes | Fills in the tax name, the rates and the currency. "Other country" leaves everything for you to enter |
| Tax name | The name written on invoices: VAT, or the name used in your country |
| Available rates (%) | The rates offered in the lists, the standard rate first, separated by ";" |
| Default rate | The rate of every client who does not have a rate of their own |
| Currency | The currency of invoices, PDFs, the client portal and the financial table |
Pass the new rate on to clients
After a change of "Default rate", the software shows the clients still at the old rate. Nothing is changed on its own.
Step by step
- 1
Save the new rate. The window of clients with a rate of their own opens, for example "4 clients are still at 20%".
- 2
Tick the clients who should follow the company rate. The others keep their rate.
- 3
Click the "Move these … clients" button. The message "… clients now follow the company rate" is shown.
- The "Leave them at …" button closes the window without changing anything.
To reopen this list later, click the "See the … clients with a rate of their own" link, under the "Default rate".
Give a client a rate of their own
Step by step
- 1
Open Finance › Clients, then the client's "Edit client" window.
- 2
Find the field that carries the name of your tax.
- 3
Choose "A rate specific to this client", then enter the rate in %.
- 4
Save the record. The message "Client saved" is shown.
| Choice | What it does |
|---|---|
| Company rate | The client follows the "Default rate": if it changes, their next invoices change too |
| A rate specific to this client | The client keeps this rate, even if the "Default rate" changes |
Say that VAT is payable by the client
The software never decides on a reverse charge by itself: you choose it, client by client.
Step by step
- 1
Open the "Edit client" window of a business client who has a VAT number.
- 2
Under "VAT payable by the client (reverse charge)", choose the case that applies.
- 3
Read the line under the field: it gives the statement that will be written on the invoices.
- 4
Save the record. The client's next invoices are issued at 0%, with the statement and their VAT number.
To go back, choose "No: tax is charged as usual".
Set up a company with no tax or several taxes
| Setting in the "Taxes" block | What it does |
|---|---|
| My company does not charge tax | Invoices are excl. tax only, at 0% for every client, with the "Statement on invoices" that you enter |
| Combine several taxes | Several taxes on the same amount excl. tax. Each tax has its name, its rate and its line on the invoice |
| French invoice statements | "Nature of the transaction" and option to pay tax on a debit basis |
Step by step
- 1
In the "Taxes" block, tick or fill in the setting you want.
- 2
For combined taxes, click "Combine several taxes", then "Add a tax" for each additional tax.
- 3
Click Save.
Frequently asked questions
Does a change of rate alter invoices already issued?
No. A report already saved keeps its rate. The new rate applies to invoices not yet issued.
What should I do when the "The … rates have been updated" banner is shown?
Click "View" to compare your rates with those of the up-to-date profile, then "Apply" to take them. "Keep mine" closes the banner: your saved rates do not change until you decide.
Can the rate of several clients be changed at once?
Yes. Under the "Default rate", the "See the … clients with a rate of their own" link opens the list: tick the clients who should follow the company rate.
Who can change the taxes?
An administrator of the company. For the other roles, the fields are greyed out and the "Save" button is not shown.
Where do I enter my company's VAT number?
On the same "My details" screen, "Billing" block: tax number, payment term and bank details used on invoices.