Set your operating base, currency and tax system

Goal

Save the location your vehicles start from, plus the market, currency, tax system and invoice defaults that every quote and invoice will use.

Prerequisites

• You are an owner or administrator and the setup wizard is open on the Business base step.
• You know the address of your base, the country your company is legally registered in, and whether you are VAT registered.
• If you are unsure which tax system applies, ask your accountant. The wizard only suggests one.

Steps

1. In Company name and Business email, check the values carried over from sign-up and correct them if needed.
2. In Operating base, type an airport, city or depot address and choose one of the suggestions that appear. Distance, empty travel and scheduling calculations start from this location, so typing without choosing a suggestion is not enough.
3. Optional: fill in Business address (for invoices). It is printed on invoices. Leave it empty if it is the same as your base.
4. Open Primary market and choose your country. For Ireland, the United Kingdom, Poland and the United States this also prefills the time zone, pricing currency, distance unit and language. Check each of them afterwards.
5. Check Pricing currency. Quotes and invoices use it.
6. Check Legal entity country and Tax system. The country only suggests a tax system. It does not set tax rates or change Stripe settings. Then tick the box that begins "I confirm that the legal country and tax system are correct for this company." Changing either field clears the tick.
7. If the tax system is EU VAT or UK VAT, enter your VAT number, or leave it empty if you are not registered yet. Then choose Exempt (0%) or I charge VAT under VAT on your passenger transport. With I charge VAT, enter the VAT rate (%).
8. Choose Default payment terms: Due on receipt, Net 7 days, Net 14 days or Net 30 days. Invoices use this unless a client or booking has its own terms. If clients pay by card up front, choose Due on receipt.
9. Check Time zone, Documents and email language, Distance unit and Main business type.
10. Select Save and continue.

Expected result

A message reading Business base saved appears and the wizard moves to Service and vehicle. The base is stored with map coordinates, and the company profile shows your market, currency, tax system and invoice defaults.

Troubleshooting

• If the page says Select your operating base from suggestions, clear the field, type again and pick a suggestion from the list.
• If the page says Confirm the tax system before continuing, tick the confirmation box. It must be ticked again each time you change the legal country or the tax system.
• If the VAT fields are missing, the selected tax system is not EU VAT or UK VAT. Change Tax system if that is wrong.
• If saving fails with Could not save business base, read the line under the message, fix the field it names and save again.
• If you chose the wrong currency after saving, check with your accountant before changing it, because it affects existing quotes and invoices. Settings adds a separate review step when you change the currency or time zone.