How to Display Business and Client Tax IDs on Invoices

Overview

This guide explains how to set up your CRM to automatically show your business's tax identification number and your client's tax ID on every invoice. This is a two-part process: first, you create the necessary data fields to store the numbers, and then you customize the invoice layout to display them. Once configured, the invoice will pull this information automatically.

Setting Up the Tax ID Data Fields

Before you can display tax IDs, you need to create a place to store them in the system. This involves creating a custom field for client tax IDs and a custom value for your business tax ID.

Create a Custom Field for Client Tax IDs

This creates a field where you can enter a unique tax ID for each contact.

1. Navigate to Settings from the main menu.
2. Under the section labeled Other Settings, click on Custom Fields.
3. Click the +Add Field button.
4. Select the Text Input option, then choose Single Line and click Next.
5. Enter a name for the field, such as "Tax ID".
6. From the Object and Group dropdown menus, select Contact.
7. Click Save to create the field.

Create a Custom Value for Your Business Tax ID

This stores your company's fixed tax ID, like a VAT number, which will appear on all invoices.

1. Go to Settings.
2. Under Other Settings, click on Custom Values.
3. Click +Custom Value.
4. Enter a Name (e.g., "VAT ID") and the corresponding Value (e.g., "1234").
5. Click Create.

Customizing the Invoice Layout

After the data is set up, you need to modify the invoice template to show the tax IDs.

1. Go to Payments and select Settings under the Invoices & Estimates section.
2. In the Title, Terms and Layout area, find the Invoice Layout option and click Customize Layout.
3. To add your Business Tax ID:
   • In the Layout tab, locate the Business Information section.
   • Click +Add Custom Value.
   • From the dropdown menu, select the custom value you created for your business tax ID (e.g., "Business Tax ID").
4. To add the Contact Tax ID:
   • In the same Layout tab, find the Contact Information section.
   • Click +Add Custom Field.
   • From the dropdown menu, select the custom field you created for client tax IDs (e.g., "Tax ID").
5. Review the preview to ensure both tax IDs appear correctly.
6. Click Save changes.

Adding a Tax ID to a Contact and Generating an Invoice

For the system to display a client's tax ID, you must first enter it for that specific contact.

1. Go to Contacts and select the desired contact.
2. Click on the Additional info tab.
3. Find and click on the TAX ID field you created and enter the contact's tax ID.
4. Save the contact record.
5. To create an invoice, you can either click the Actions dropdown for the contact and select Create Invoice from the Payments tab, or go directly to Payments -> Create Invoice.
6. The generated invoice will now display the contact's specific Tax ID and your Business Tax ID.