Tax and Invoicing Configuration

Configuring your tax settings is essential for generating accurate invoices that comply with your local laws. These settings determine how prices are displayed on your website and how taxes are calculated at checkout.

1. Accessing Tax Settings

  • Navigate to System Settings > System Configuration in the admin sidebar.
  • Click on the Tax & Invoicing tab.

2. Legal Disclaimer and Compliance

Before configuring your taxes, please note that you are solely responsible for ensuring your invoice configuration complies with local tax laws.

  • Liability: Fixly generates records for your business but does not file taxes for you.
  • Registration: Do not enable tax fields if you are not legally registered to collect them.

3. Choosing Your Pricing Structure

The Pricing Structure setting dictates how the system treats the prices you enter for repairs and parts.

  • Tax Inclusive Pricing: If selected, the prices you enter (e.g., £100) are considered the total price the customer pays. The system will calculate the tax amount "backwards" from that total.
  • Tax Exclusive Pricing: If selected, the prices you enter are the base cost. The system will add your configured tax rates on top of that price at checkout.

4. Configuring Tax Types

Fixly supports three independent tax "slots" to accommodate various regional requirements.

Standard Sales Tax

  • Use this for generic sales taxes (e.g., US State Tax).
  • You can customize the Label (e.g., "Sales Tax"), set the Rate (%), and provide your Registration Number.

Value Added Tax (VAT)

  • Specifically designed for UK and European VAT systems.
  • Includes fields for the VAT Label, VAT Rate (typically 20%), and your VAT Number (e.g., GB123456789).

Secondary / Regional Tax

  • Use this for additional specific taxes, such as a Provincial Tax or a specific environmental levy.
  • This also includes a custom Label, Rate, and Registration ID.

5. Invoicing and Registration Numbers

When you enable a tax type and provide a registration or VAT number, this information will automatically appear on the official Invoice PDFs generated by the system.

  • If you need to include your Company Registration Number (distinct from tax IDs), it is managed under the General tab of the configuration page.

6. Applying Taxes to Repairs

Once these global rates are set, they are automatically applied to the total of every repair booking and invoice.

  • If you have Stripe or PayPal enabled, the checkout total will reflect these tax calculations automatically.
  • Ensure your Currency Symbol and Code are correctly set in the General tab to match your tax region.