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How to bill a client in their own currency and tax

Set each direct client's currency and dated tax rates once, and rate cards, jobs and invoices all follow them.

Not every client is charged the same way. A client in the Republic of Ireland may be billed in Euro with 23% VAT, while your UK clients are billed in GBP with 20%.

Each direct client now has its own Currency & Tax settings. Choose the client's currency, add their tax rates with the date each one starts, and everything else follows: rate cards, jobs, estimates and invoices all use the client's currency and the tax rate in force on each shift's start date.

Before you begin

  • Direct clients are part of Agency Accelerator Pro. These settings don't apply to CareHires jobs.
  • You need permission to edit the client's settings, and access to Finance to raise invoices.
  • Check whether the client already has jobs. Changing the currency doesn't change jobs and invoices that already exist.

Opening Currency & Tax

  1. Go to Clients and open the client.
  2. In Client Details, open Settings (the gear icon).
  3. Open Currency & Tax.

Choosing the client's currency

  1. Choose the currency: GBP (£) or EUR (€).
  2. If the client already has jobs, read the warning. Existing jobs and invoices keep their currency, and new jobs use the new one, including jobs priced from the client's current rate cards.
  3. Save.

The client's Basic Details now show its currency and today's tax rate.

Setting up the client's tax

Every client starts with a 20% rate. You can rename the tax and add more rates.

  1. Give the tax a name, for example VAT.
  2. To add a rate, enter the percentage (up to 2 decimal places, and 0% is allowed) and the Effective From date, when the rate starts.
  3. Save.

Each rate shows as Current, Future or Superseded, so you can see at a glance which rate applies today and which is coming up.

An example: a Republic of Ireland client is set to EUR with VAT at 23%. If the rate changes next year, add the new rate now with its Effective From date. Shifts on or after that date are charged at the new rate automatically.

Please note: A rate already used on jobs is locked. To change it, add a new rate with a later Effective From date. Past jobs keep the rate they were priced with.

Rules for tax rates

  • Each job is charged at the rate in force on its shift start date.
  • Two rates can't start on the same date, and the first rate can't be moved later, so every shift always has a rate.
  • Cancellation fees use the job's saved tax rate.
  • Existing shift tax exemptions still apply.

How rate cards and jobs follow the client

Where What you'll see
Rate cards Amounts in the client's currency, with a note of the tax applied and any upcoming rate change. The rate card list has Currency and Tax columns.
Post Job A price preview with the currency, the tax rate used and the estimated total.
The job The Billing Summary shows the tax line, the date that rate came into force and the totals in the job's currency. Job cards show the charge with tax included.
Worker allocations Rates in the client's currency.

Once a job is posted, it keeps the currency and tax rate it was posted with, so later changes to the client's settings never change it. Currency and tax can't be set on a rate card or a job. They always come from the client.

Invoicing in the client's currency

You don't choose the currency on an invoice. Automatic invoices and invoices made with Create Invoice are both raised in the client's currency, shown on the invoice summary, every job line and the invoice PDF. Invoices show the tax rate on every line, with a tax total for each rate.

  1. Go to Finance.
  2. Press Create Invoice.
  3. Select the jobs to include. They must all be in the same currency.
  4. Create the invoice as you do today.

Please note: An invoice can only hold one currency. If you select jobs in £ and €, you'll see "An invoice can only hold one currency, so select jobs in a single currency." Create one invoice for each currency instead.

Finance › All Invoices shows Pending Payments as one total per currency, so you can see what's owed in GBP and in Euro separately.

Good habits worth adopting

  • Set the currency before you post the client's first job. It saves having jobs in two currencies for the same client.
  • Add known rate changes in advance. Adding next year's rate now means nobody has to remember to change it on the day.
  • Filter by client before you select jobs for an invoice. It keeps Euro and GBP jobs apart.

If something looks wrong

  • A job shows the old tax rate. Check the shift's start date. Jobs use the rate in force on that date, and jobs already posted keep their rate.
  • You can't edit a rate. It has already been used on jobs. Add a new rate with a later Effective From date instead.
  • A rate card or invoice is in the wrong currency. Check the client's Currency & Tax settings. Jobs posted before a currency change keep their original currency.
  • You can't add a job to an invoice. It may be in a different currency from the jobs already selected.

If you still need help, contact our Support Team.