Adding VAT, Discounts and Payment Terms
Trade2Base gives you full control over VAT rates, discounts, and payment terms on every quote and invoice. Set these correctly and the totals, PDF layout, and customer-facing breakdowns all update automatically.
VAT on line items
VAT is applied at the line-item level, so you can mix rates on the same quote. This is common in trade work where labour and materials can attract different rates. To set VAT on a line item:
Navigate to Quotes and open an existing draft, or create a new one from a job.
Click "Add line item". Enter the description, quantity, and unit price.
On each line item, use the VAT dropdown to choose the appropriate rate. The line total updates instantly.
The right-hand totals panel shows a VAT breakdown: subtotal, VAT by rate, and the grand total including VAT.
Applying discounts
You can apply a discount to the whole quote or invoice. Trade2Base supports both percentage-based and fixed-amount discounts:
On the quote or invoice edit screen, scroll to the totals section at the bottom.
Click the "Add discount" link. A discount row appears with a type selector and value field.
Toggle between % (percentage) and £ (fixed amount). Enter the discount value. The subtotal and grand total update automatically.
You can label the discount (e.g. "Loyalty discount" or "Promotional offer") so it appears clearly on the PDF.
Setting payment terms
Payment terms control when the invoice is due. Trade2Base pre-loads common terms, and you can set a default in Settings → Invoice Defaults:
- 7 days — due one week from invoice date.
- 14 days — due two weeks from invoice date.
- 30 days — standard commercial terms.
- Due on receipt — payment expected immediately.
- Custom — set any number of days that suits your arrangement.
The due date is calculated and printed on the PDF automatically. Trade2Base's overdue-reminder emails are triggered based on this date.
If the majority of your work attracts the same VAT rate, go to Settings → Quote & Invoice Defaults and set a default rate. New line items will pre-select this rate, saving you time on every quote you raise.
How totals appear on the PDF
The generated PDF quote or invoice shows a clear breakdown at the bottom of the page: subtotal (ex-VAT), any discounts, a per-rate VAT summary, and the grand total (inc. VAT). Payment terms and the due date are printed in the footer alongside your bank details. This meets UK VAT invoice requirements for VAT-registered businesses.
You should only apply VAT to quotes and invoices if your business is VAT-registered with HMRC. If you're not yet registered, leave all line items set to Exempt. Trade2Base does not validate your VAT status — this is your responsibility.
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