Taxes & Invoices
Tax configuration is local by nature. The software can calculate and display tax, but the rules, rates and invoice content must come from your accountant.
Decide the model first
- Tax-inclusive prices: the menu price already contains tax. Common in consumer markets.
- Tax-exclusive prices: tax is added at checkout. Clearer for B2B, less common for food ordering.
- Mixed rates: food, delivery, packaging and service fees may attract different rates.
- Reverse charge: relevant for cross-border B2B services, not usually for consumer food.
Changing the model after orders exist makes historical reports inconsistent. Decide before launch and test a sample invoice with your accountant.
Invoice content
| Field | Why |
|---|---|
| Legal entity name and address | Required in most jurisdictions |
| Tax registration number | VAT/GST/TRN, where applicable |
| Sequential invoice number | Audit and dispute resolution |
| Order date and invoice date | Tax point rules vary |
| Line items, quantity and unit price | Customer and tax authority need detail |
| Discounts, delivery and tax | Explain the total |
| Payment method and status | Card, wallet, cash or credit |
| Refund/credit note reference | Links the reversal to the original |
Credit notes
A refund is not the same as a credit note. If you refund a paid invoice, issue a credit note with its own number and reference the original invoice. Keep both. A payment-gateway refund alone does not fix the tax record.
Gateway fees and payouts
Payment fees are a business expense, not a reduction in taxable sales. Record the gross sale, the gateway fee and the net settlement separately. If you use a payment aggregator, confirm who is the merchant of record and who issues the customer invoice.
Records and retention
- Keep invoices, credit notes and settlement reports for the period required by local law.
- Back up the database and the generated PDFs; do not rely on the gateway dashboard alone.
- Export a monthly tax report and reconcile it to the bank.
- Restrict access to financial reports by role.