2. Tax, Currency and Invoices

Get this right before you issue a single invoice. One tax scheme, the label, the rate and the currency, drives every quote, order, invoice, email, the portal, the kiosk and the store checkout. It starts from the billing region you chose at signup and is edited on the Brand and portal page.

Where It Lives

Page	What it's for
Insight, then Brand & portal, the Tax and currency card	The label, rate and currency on every document
Insight, then Invoice template	Legal name, registration number, notes, payment instructions and the PDF accent
Records, then Customers, Payment terms on each customer	The due date on that customer's invoices

How Your Tax Scheme Starts

Billing region	Tax label	Rate	Currency
Australia	GST	10%	AUD
United Kingdom	VAT	20%	GBP
United States	Sales tax	0%	USD
Eurozone	VAT	0%	EUR

Australia and the United Kingdom have a single national rate, so they are right out of the box. United States and Eurozone workspaces start at 0% on purpose: US sales tax depends on where you are registered to collect it, and EU VAT differs per member state. Set your rate yourself.

Setting the Label, Rate and Currency

1. Insight, then Brand & portal, then the Tax and currency card.
2. Type the Tax label: GST, VAT or Sales tax.
3. Type the Tax rate (%) as a percentage between 0 and 100, for example 10, 20 or 8.25.
4. Pick the Currency: the four billing currencies plus New Zealand (NZD, GST) and Canada (CAD).
5. Read the sentence under the fields. It says what your documents will show with the values on screen, for example the tax line label, a formatted total and whether invoices are titled Tax invoice.
6. Press Save.

The Tax and currency card. The preview sentence shows what documents will say before you save.

Three rules follow from the scheme:

• The tax line reads label and rate together, for example GST (10%). At a 0% rate documents show no tax line at all, which is what a US shop with no registration wants.
• Invoices are titled Tax invoice only when the label is GST or VAT. With any other label they are titled Invoice.
• Totals are formatted in the chosen currency and its locale everywhere: PDFs, screens, emails, the portal, the kiosk and the activity log.

A New Zealand shop is billed in AUD and sets NZD here

Signup quotes New Zealand in AUD, so an NZ workspace starts on the Australian scheme. Set the label to GST, the rate to 15 and the currency to New Zealand (NZD, GST) before you quote anything. The same applies to a Canadian shop, which starts on the US scheme and sets CAD. Your subscription stays in the billing currency; only your own documents change.

Tax is applied at the end of the pricing pipeline, after discounts, decoration, setup fees, coupons and promotions. Margin and commission are calculated on ex-tax values, so tax never inflates either.

Branding the Invoice PDF

Insight, then Invoice template. The live preview on the right shows the PDF as you type, in your tax scheme and currency.

The invoice template. The preview uses your real tax label and currency.

Field	What to put in it
Business name	The legal or trading name that should appear on the invoice
Tagline	Optional line under the name
ABN	Your ABN, VAT number, EIN or equivalent. Printed under the invoice number
Accent	The colour of the rule and headings on the PDF
Header note (appears above line items)	A line at the top of the document, for example a purchase order reference prompt
Payment instructions	Bank details and how to pay. Shown in a box under the total, and the field customers read
Footer line	Small print: late payment terms, a returns pointer

Press Save template in the page header. Fill in Payment instructions properly: if you take bank transfer as well as card, the account details belong here.

Payment Terms and Due Dates

The due date on an invoice comes from the customer's Payment terms: Net 7 (the default), Net 14, Net 30, Net 60, End of month or Cash on delivery. Set them on the customer record; see Customers and contacts. Reminders go out three days before the due date, on it, and seven and fourteen days after, until the invoice is covered.

Deposits and Balances

An invoice is normally issued when an order is dispatched. To invoice earlier, press Issue invoice on the order and choose Full amount now or Deposit now, balance at dispatch with a Deposit (% of the ex-tax total). Dispatch then issues the balance, or nothing when the order is already invoiced in full.

A deposit invoice. The balance is issued at dispatch.

Check the Output

1. Create a quote for a test customer with your own email, convert it to an order and move the order to Dispatched. An invoice is issued and emailed.
2. Records, then Invoices, open the invoice and press Download PDF.
3. Check the title, legal name, registration number, tax label and rate, totals, currency and payment instructions.

Then cancel the test order so it stays out of your reports.

Next

3. Decoration methods