Set Up VAT-Inclusive Prices
Turn on prices that include tax for a location, so customers pay exactly the price you set and the VAT or GST is shown inside the total.
If the prices you set already include VAT or GST, turn on Prices include tax for the location. Customers then pay exactly your prices, and checkout, emails and invoices show the tax inside the total, for example "incl. 25% VAT". For how the tax is worked out and everywhere it shows, see Prices That Include Tax.
Before you begin
- You need Resources: Edit permission.
- Every tax at the location must be a percentage. A flat tax can't sit inside a price: disable it, or replace it with a flat fee, which is added on top.
- The location can't have a published Activity Voucher promotion, or vouchers that haven't been used yet. Each voucher keeps the tax mode it was sold in, so the setting can't change while any are live. Once it's on, you can sell vouchers again: their price includes the VAT, and fees are added on top.
- Check that your activity, equipment and add-on prices are the prices customers should pay, VAT included. Turning the setting on doesn't change them.
Turn It On
- Go to Resources > Taxes & Fees for the location.
- Check your taxes. Each should be a Percentage tax with the right rate, named the way it should read on receipts, for example "VAT" at 25.
- Turn on Prices include tax.
- Resytech reminds you: "Your prices aren't changed. Check they're the prices customers should pay." Confirm to turn it on.
If Resytech can't turn it on, the message says why: an enabled flat tax, or a published voucher promotion or vouchers that haven't been used yet (see Before you begin).
Add Your Tax ID
If your receipts and invoices need to show your tax registration number:
- Open Company Settings > General.
- Enter it in Tax ID the way it should be printed, for example "CVR 12345678". It can be up to 50 characters.
- Save your changes.
Resytech prints it on booking and invoice emails, payment receipts, and the invoice PDF. When the field is blank, nothing is printed.
Check a Test Booking
Make a test booking at the location and check that:
- the total at checkout is your listed price, with a line such as "incl. 25% VAT" and the tax amount under it;
- any fees appear in a "Fees" row, added on top of the price;
- the confirmation email shows the same lines, plus your tax ID, and so does the invoice PDF if you send the booking an invoice.
Existing Bookings
Each booking keeps the mode it was sold in. Bookings made before you turned the setting on keep adding their taxes on top, and bookings made while it's on keep their VAT inside, whatever you change later. Line-item edits, extensions, reschedules and activity changes all keep the booking's own mode.
Turning It Off
You can turn Prices include tax off unless the location has a published Activity Voucher promotion or vouchers that haven't been used yet, the same rule as turning it on. New bookings then add taxes on top of your prices again, and existing bookings keep the mode they were sold in.
Tips
- Fixed levies, such as a tourist tax per booking, go in as a flat fee. Fees are added on top of the price and aren't taxed.
- Fees are never taxed. If your fees should carry VAT, ask your accountant whether to build them into your prices instead.
- For a tax-exempt customer, a coupon with Remove taxes and fees doesn't lower the price: it means the price has no VAT inside it. Give a discount instead if they should pay less.
- A pricing override doesn't change the VAT shown. To lower the price and its VAT together, edit the line price or use a coupon.
- For your accountant: the Accounting Summary's "Revenue - tax included in prices" line moves the VAT out of revenue and into "Sales tax payable".