Who is this article for?
This article is for haulers looking to set up and configure what taxes should be applied when and where when it comes time to bill customers for services rendered.
Why are taxes important?
Taxes are the easiest money to lose, and the quickest way to land yourself into an audit.
Set up taxes right in your Hauler Hero tenant so that every invoice you charge has the correct amount automatically. No more under-collecting and eating the cost! No more compliance headaches. No more billing errors your team has to chase down. Just accurate, clean invoices your customers trust every single time.
Before you start
A little preparation will make the whole process faster and more accurate. Before diving in, we recommend you gather the following:
Your tax jurisdictions -- what state, county, and local tax authorities apply to the areas you service?
If you have not yet defined “zones” in Hauler Hero, see How to Set Up Zones
Your current tax rates -- you can check with your accountant or your state’s Department of Revenue if you’re unsure.
What services are taxable -- not all services are taxed the same; you’ll need to know which of your offerings are taxable in which jurisidictions and which are exempt.
Customer tax exemptions -- some of your customers may have valid tax-exempt status; you’ll want a copy of their exemption certificates on record, too.
If you are unsure about any tax rules or rates, please consult a tax professional. Hauler Hero applies the rates you tell us to; getting them right is up to you.
Where do I go to set up and configure my tax rules?
Click Pricing from the top navigation bar and you will find Taxes via the left navigation bar.
Click Taxes in the left-hand navigation menu, or + Create Tax if you don’t have any tax rules set up yet.
How do I create a new tax rule?
Click + New Tax at the top right to bring up the Create Tax dialog.
Fill in the information Create Tax asks for.
Tax Name -- A meaningful name you and your team identify the tax with
Invoice Display Name -- What your customers recognize the tax as
Zones -- What service zones apply this tax to services rendered there
Internal Description -- Any details you or your team would find useful to understanding what this tax is
Rate and Rate Type -- The percentage or flat rate amount of the tax
Start Date -- Invoices generated on or after this date are subject to the tax
GL Account -- For your accountants, if desired; the “general ledger” account the tax is tracked within
Remittance Frequency -- How often are taxes paid to the authority who collects the tax
Invoice Grouping -- How you prefer Taxes & Fees to show up on invoices; a Preview is provided for your visual reference
Consolidated -- All taxes are consolidated into a single line (or one line per tax type, if applicable).
Itemized -- With respect to each line item.
Grouped -- With respect to service or location, depending on the nature of the invoice
Click Create Tax when done.
How do I configure when the tax rule is applied?
Select the tax rule you want to configure.
2. In the Tax Rule detail page, you’ll see three main sections. The left side allows you to select what types of items the tax rule applies to. You can have the tax rule apply to:
Business lines and categories
Geographical locations
Recurring services
Materials
General fees
Late fees
Rental fees
Disposal Fees
3. On the right side, you’ll be able to set specific exceptions that override what you’ve selected on the left side (the “bulk application” options).
You can include/exclude specific:
Business lines
Accounts (customers)
Services
Locations
Materials
Fees
How do I check what zone my tax rule applies to?
While in that tax rule’s detail page, click “Zones” between Application and Rate Adjustments.
How do I schedule rate adjustments for my tax rule?
While in that tax rule’s detail page, click “Rate Adjustments.”
2. Specify the new rate.
3. Specify what date that new rate takes affect and whether or not it has an end date.
4. Add in any details you and your team need to understand this rate adjustment.
5. Click “Schedule Rate Adjustment” to schedule it!
To the right of this form, you can also review that tax rule’s rate adjustment history for your own auditing purposes.
Feedback? Questions?
We'd love to hear your feedback to help us improve your experience. Please submit feedback through the chat bubble or email to support@haulerhero.com.