VAT

Register for VAT, change the rate, cease registration, and mark customers who pay no VAT.

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What it is#

If your business is registered for VAT, every price and invoice must show it at the right rate for the right dates. RotaRound keeps your VAT as a set of dated entries: when you registered, any rate changes, and when registration ends. The rate that applies to a visit is always the rate in force on the visit's date.

A business starts as not registered.

When to use it#

Use it when you register for VAT, when the rate changes, when your registration ends, and for any customer who should not be charged VAT.

How to do it#

To register:

  1. In Settings, under Business details, tick VAT registered.
  2. Check VAT rate (%), which starts at 20, and Registered from, which starts at today.
  3. Enter your VAT number and press Confirm.

To change the rate:

  1. In Settings, under Business details, press VAT rate change.
  2. Enter the New rate (%) and the date it starts in From, then press Confirm.

To end your registration:

  1. Press Cease VAT.
  2. Enter the date in Cease VAT from and press Confirm.

For a customer who pays no VAT:

  1. On the customer's record, tick VAT exempt.
  2. Press Save details.

What your customer sees#

While you are registered, the prices in a price update email say "plus VAT", and the invoices you make in your accounting software carry VAT. A VAT exempt customer is charged no VAT. Once your registration ends, prices show no VAT from that day.

What happens next#

The section shows the current rate and the date it started, and any future change or end date with a Remove button. A visit on the day a change takes effect uses the new rate.

Each invoice line gets the VAT rate in force on the visit's date, worked out per line to the penny. A VAT exempt customer's lines have none. The dashboard figures are shown without VAT, with "+ VAT" beside them while you are registered.

Good to know#

  • Only one end date can be scheduled. While one is set, the rate change button is hidden.
  • The VAT exempt tick only shows on a customer's record while your business is registered.
  • The tax name on your invoice file comes from VAT rate name and No VAT name on the Exports page. Match them to the names in your accounting software.
  • Nothing here differs between automatic mode and self mode.

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