When you need it
- You are registered for VAT (or another sales tax) and your prices must show it.
- Some services have a different rate from others, such as a zero-rated training course.
- Customers ask for an invoice for each appointment.
Before you start
- Know your tax rate, whether your prices already include tax, and your tax number. CaliDiary doesn't give tax advice: check with your accountant if you're not sure.
Step by step
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Open CaliDiary → Settings and choose the Tax tab.
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Switch on Charge tax (such as VAT) on prices, then fill in:
- Name of the tax, such as VAT, GST or Sales tax;
- Rate (%);
- Your prices: Include tax (what customers pay) or Don't include tax (tax is added on top);
- Your tax number (optional), shown on invoices.
[Screenshot to come] It will show: The Tax card with “Charge tax (such as VAT) on prices” on, Name of the tax “VAT”, Rate 20, Your prices “Include tax (what customers pay)” and Your tax number “GB XXX XXXX XX”.The Tax card with VAT at 20% switched on and prices including tax (Settings → Tax) -
Press Save settings. This saves the Tax card only.
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Solo and Pro: in the Tax rates card, name your rates (such as Standard, Reduced and Zero) with Add a rate, choose the Default rate, then choose a rate for each service under Rate for each service. Press Save tax rates.
These rates replace the single rate above. Bookings already made keep the rate they were charged.
[Screenshot to come] It will show: The Tax rates card with three rates (Standard 20 with the Default pill, Reduced 5, Zero 0), the Default rate select, and Rate for each service listing Initial consultation, Tax return review and Free 15-minute call, then Save tax rates.The Tax rates card with Standard, Reduced and Zero rates and a rate chosen for each service (Settings → Tax (Tax rates card)) -
Solo and Pro: in the Invoices card, choose when invoices are made under Create invoices:
- Automatically when a booking is fully paid (the customer is emailed it);
- Automatically when a booking is confirmed (it is in the confirmation email);
- Only when I create one from the booking.
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Add the Business address (printed on invoices), check the Invoice number prefix and Credit note number prefix (such as
INV-{year}-andCN-{year}-), and add a Note at the bottom of invoices (optional), such as your payment terms or company number.[Screenshot to come] It will show: The Invoices card: Create invoices with “Automatically when a booking is fully paid” chosen, Business address filled in, Invoice number prefix INV-{year}- with the help “Next invoice: INV-2026-0001”, Credit note number prefix CN-{year}-, and Save invoice settings.The Invoices card with automatic invoices and the invoice and credit note number prefixes (Settings → Tax (Invoices card)) -
Press Save invoice settings.
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To correct an invoice later, open the booking and use Issue credit note in its Invoices section: an issued invoice never changes.
Tips
- Each card on the Tax tab has its own save button: Save settings, Save tax rates and Save invoice settings. Save each one you change.
{year}in a prefix becomes the year, and numbers count from 0001 each year. You can raise Next invoice number in … to carry on from another system, but never lower it.- Credit notes need a different prefix from invoices, so their numbers never clash.
- On Free, invoices and tax rates by service are shown as previews with a Solo badge; tax on prices works on every plan.
Common problems
“Tax is switched off. To give services different rates, first switch on “Charge tax” above and save your settings.”
“Each rate needs a different name.”
“Use up to 30 letters, numbers and - _ / . and include {year}, such as INV-{year}-.”
{year}. Use the example as a starting point.