Set up automated tax and tax rates

Set up taxes in HubSpot to make sure you're collecting the right taxes for your products and services. HubSpot offers two options when setting up taxes for your buyers:

• Automated sales tax (BETA): calculate and collect the correct tax based on your buyers location when you use invoices, payment links, quotes, legacy quotes, or subscriptions. Available for businesses based in the U.S. and Canada. 
• Create taxes in a tax library: add taxes to the products and services you sell by creating a tax library and applying them to your line items across credit memos, deals, invoices, payment links, quotes, legacy quotes, and subscriptions. Reduce manual data entry for users, and risk of errors when applying tax rates to products or services. For example, you could add tax rates for Sales Tax in the U.S., GST and HST in Canada, or VAT in the U.K.

Outside of these tax configurations, you can add one-time taxes to a credit memo, invoice, payment link, or legacy quote subtotal.

Automated sales tax (BETA)

Understand requirements

• If you're a Super Admin, you can opt your account into the Automated sales tax collection with Commerce Hub beta.
• Automated sales tax requires a Commerce Hub Professional or Enterprise account.
  
  • Users with a Commerce Hub seat can create quotes or legacy quotes with automated sales tax.
  • Users without a Commerce Hub seat can only create legacy quotes with automated sales tax.
• If you haven't set up a payment processing option, you'll be enrolled in HubSpot payments or Stripe payment processing as part of the the automated tax configuration. If you prefer, you can set up HubSpot payments or Stripe as a payment processing option before enrolling in automated tax:
  • Learn how to set up HubSpot payments. To use automated sales tax with HubSpot payments, your business must be based in the U.S. or Canada. For businesses based in Canada, federal and provincial Canadian sales tax will appear on invoices, payment links, quotes, legacy quotes, and related emails after you turn on automated sales tax. This feature is available for the provinces of British Columbia, Quebec, and Manitoba.
  • Learn how to set up Stripe as a payment processing option. Stripe as a payment processing for HubSpot is available for most countries where Stripe is available. However, due to partner restrictions, it isn't available in some countries.

Understand limitations and considerations

Set up automated sales tax collection

To set up automated sales tax collection:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar, navigate to Commerce > Tax.
3. At the top, click the Automated Sales Tax tab.
4. Click Set up tax.
5. In the right panel, click Begin sales tax setup or Setup with existing Stripe account (recommended for users using Stripe as a payment processing option), then click Next. Accounts located outside of the U.S. or Canada won't see the Begin sales tax setup option and will be automatically routed to Setup with existing Stripe account. Learn more about automated sales tax requirements.
6. If you selected Set up with existing Stripe account, in the right panel:
   • Click the Where is your company located dropdown menu and select your location.
   • Select the I agree to the Stripe payment processing Terms & Conditions checkbox.
   • Click Next.
   • In the new window, authenticate with Stripe.
   • After authenticating, click Next.
7. If you selected Begin sales tax set up, in the right panel:
   • Click the Where is your company located dropdown menu and select your location.
   • Click the Type of business dropdown menu and select a business type. 
   • In the First name and Last name field, enter your names.
   • Select the I agree to the Stripe payment processing Terms & Conditions checkbox. Learn more about Stripe's role with HubSpot payments.
   • Click Next.
8. Enter your business address, then click Next task.
9. At the Add tax registrations step, enter the locations where your business has a tax obligation and is registered with the local tax authority:
   • In the upper right, click Add registration.
   • Click the Select country dropdown menu and select the country. 
   • Click the Select a state dropdown menu and select a state.
   • Click the Select the registration applicable to you dropdown menu and select the applicable registration tax. Learn more about registering for sales tax.
   • Repeat the steps to add each tax registration.
10. Click Next task.
    
    
    
11. Click the Preset tax category dropdown menu.
12. Search and select a preset tax category. Categories have been sub-categorized by Most popular and category type. Learn more about product tax categories.
13. Click Next task.
14. To use automated tax, you’ll need to add tax categories to the products in your product library:

• • If you don’t have products added to your product library, click the product library link to build your library first, then follow the steps below to add tax categories to your products. Click Finish setup when you are done.
  • If you have ten or less products added to your product library:
    • To set the same tax category for all products, click Apply to all, then click the Tax category dropdown menu. Select a category to apply the same category to all products.
    • To set different tax categories for different products, click the Tax category dropdown menu next to a product and select a category.
    • Click Finish setup.
    • Click Skip task to set the categories later.
  • If you have more than ten products added to your library, set them up on the product index page.

Add tax categories to your products

If you didn't set up your tax categories during set up , you can add the tax categories for each product on the product index page.

It's recommended to set up categories for each of your products, so you don't have to add a tax category each time you add a line item. 

To add tax categories for each of your products:

1. In your HubSpot account, navigate to Commerce > Products.
2. In the upper right, click Edit columns.
3. Select the checkbox next to Tax Category and click Apply. Learn more about customizing index page columns.
4. Click the Tax category dropdown menu next to the product you want to categorize and select a category.
5. To edit products in bulk, select the checkboxes next to the products you want to apply a category to and click Edit. In the Property to update dropdown menu, select Tax category. Click the Tax category dropdown menu and select a category, then click Update.

Add a shipping item to your product library

If you're shipping an item as part of the invoice, payment link, quote, legacy quote, or subscription, you need to add a line item for shipping. This is to ensure automated tax is calculated correctly. To save time when creating line items, you can add your shipping options to your product library.

To add shipping to your product library:

1. In your HubSpot account, navigate to Commerce > Products.
2. In the upper right, click Create product.
3. In the right panel, customize your product details. To customize the properties that appear, click Edit this form at the top:
   • Enter a name for your shipping (e.g., Shipping or Priority shipping).
   • Add the shipping details.
   • Click the Tax category dropdown menu and select Shipping.
   • In the upper right, Click Create product, or Create and add another to add another product.
     

Turn on automated tax in your account

After setting up automated tax, you need to turn it on in your settings. To turn on automated tax:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar, navigate to Commerce > Tax.
3. At the top, click the Automated Sales Tax tab.
4. Toggle the Calculate sales tax automatically switch on.
   
   
   
5. A confirmation will display, confirming that automated tax has been turned on for the account.

Using automated tax

Once automated tax has been set up and turned on, tax will be applied on any newly created invoices, payment links, quotes, legacy quotes or subscriptions, and will be visible to buyers when they check out. You can view the amounts billed for each invoice, with and without tax on index pages. If you use QuickBooks Online and have turned on data sync, tax data will sync to QuickBooks Online when you create invoices with automated tax in HubSpot. 

Please note: if automated sales tax is turned on, each line item must have a unique name. For example, if you add two line items to an invoice, each must have a unique name.

Sync automated tax data to QuickBooks Online

With QuickBooks Online data sync, you can sync automated tax data from HubSpot to QuickBooks Online when creating invoices with automated tax in HubSpot. This ensures that your tax information is consistent across both platforms, simplifying your accounting processes.

To sync automated tax data from HubSpot to QuickBooks Online: 

1. Create your invoice with automated tax. 
2. When the invoice is ready, click Create. 
3. The QuickBooks Online integration will detect the new invoice and check the invoice details against any filters set up. If eligible, it'll sync the invoice to QuickBooks Online. The automated tax will sync as a new line item in the QuickBooks Online invoice.

When automated tax data is synced from HubSpot to QuickBooks Online for the first time, a new HubSpot Sales Tax Payable service will be created in QuickBooks Online automatically. 

The following fields will also be created automatically for the HubSpot Sales Tax Payable service in QuickBooks: 

• Description: this field will include the description of the service, when the invoice in HubSpot includes automated tax. 
• Sales price/rate: this field will be set to 0.00. 
• Income account: this field will be set to HubSpot Sales Tax Account. 

Buyer checkout experience for invoices, quotes, or subscriptions

If you turned on online payments for invoices, quotes, legacy quotes, or subscriptions, the buyer can pay directly from the invoice, quote, or subscription by clicking Pay now.

On the checkout page, the line items of the invoice, quote, or subscription will display, with the amount of tax due per line item, and in total. The total amount due will include automated taxes.

Buyer checkout experience for payment links

For payment links, when the buyer reaches checkout, the automated tax calculation will display once they enter their address details.

The line items of the payment link will display, with the amount of tax due per line item, and in total. The total amount due will include taxes.

Update tax settings

To update your tax address, tax registrations, or preset tax categories:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar, navigate to Commerce > Tax.
3. At the top, click the Automated Sales Tax tab.
4. Click Manage tax settings.

5. In the right panel, click to collapse Tax address, Tax registrations, or Preset tax category.
6. Update your tax settings, then click Save.

Turn off automated sales tax

To turn off automated sales tax collection:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar, navigate to Commerce > Tax.
3. At the top, click the Automated Sales Tax tab.
4. Toggle the Calculate sales tax automatically switch off.
5. In the dialog box, click Turn off to confirm.

View taxes applied to invoices

1. In your HubSpot account, navigate to Commerce > Invoices.
2. If you can’t see the tax columns on your index page, learn how to add the Amount billed (pre-tax), Taxes total, and Automated taxes on columns.
3. The tax columns will populate with the tax information of the invoice. 
   
   
   
4. These properties can be used as filters in segments and workflows.
5. You can also view the taxes for individual line items by clicking the invoice number and scrolling to the Line Items card of the invoice.

Filing and reporting on taxes with HubSpot payments

1. Learn how to file your taxes. 
2. To report on your taxes:
   • In your HubSpot account, click the settings settings icon in the top navigation bar.
   • In the left sidebar, navigate to Commerce > Tax.
   • At the top, click the Automated Sales Tax tab.
   • Next to Calculate sales tax automatically, click Export tax reports.
   • Click the File format dropdown menu and select a file format.
   • Under Date click the from and to date pickers and select the dates.
   • Select the Exclude non-taxable transactions checkbox to exclude any transactions that don't have automated tax applied to them. 
   • Click Export.
   • When the export is ready, you'll receive an email, and an in-app HubSpot notification. Click the notification, or link in your email to download the file.
   • The exported CSV includes:
     • Invoice ID.
     • Invoice number.
     • Line item ID.
     • Transaction date.
     • Tax date.
     • Origin country and state.
     • Destination country and state.
     • Country and state code.
     • Tax jurisdiction name, and level.
     • Customer tax ID.
     • Quantity.
     • Tax code.
     • Tax rate.
     • Tax reason.
     • Taxability reason.
     • Tax name.
     • Currency.
     • Subtotal.
     • Taxable amount.
     • Non-taxable amount.
     • Tax amount.
     • Total amount.
     • Filing currency.
     • Filing exchange rate.
     • Filing taxable amount.
     • Filing non-taxable amount.
     • Filing tax amount.
     • Filing total.

Please note: taxes on non-purchased legacy quotes aren’t included in tax reporting. Purchased legacy quotes will have an associated invoice, which is recorded in tax reporting.

Filing and reporting on taxes when using Stripe as a payment processing option

• Learn more about filing your taxes. 
• Learn more about reporting on your taxes.

Create and use tax rates

Add taxes to the products and services you sell by creating a tax library and applying them to your line items across credit memos, deals, invoices, payment links, quotes, legacy quotes, and subscriptions. Reduce manual data entry for users, and risk of errors when applying tax rates to products or services. For example, you could add tax rates for Sales Tax in the U.S., GST and HST in Canada, or VAT in the U.K.

This tax configuration is separate to automated sales tax. Learn about the differences between automated sales tax and tax rates added to the tax library.

Add a tax rate to the tax library

Before applying tax rates to your line items, first configure them within the tax rate library. Tax rates added to the library are available to all users. Tax rates can't be deleted once created, but can be set as inactive.

To add tax rates to the tax library:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar, navigate to Commerce > Tax.
3. In the upper right, click Create a tax rate.
4. In the right panel:
   • In the Internal name field, enter the name as it'll appear internally for users.
   • In the Name field, enter the name as it'll appear to buyers.
   • In the Rate field, enter the rate as a percentage. Rates can have up to four decimal points. You can set 0% tax rates.
   • Click the Tax rate status dropdown menu and select Active or Inactive. Inactive taxes won't display when selecting tax rates but will remain on credit memos, deals, invoices, payment links, quotes, legacy quotes, and subscriptions that used the tax rate.
   • Click Save.

Edit a tax rate name

Once a tax rate has been created, you can edit its name and status.

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar, navigate to Commerce > Tax.
3. In the table, hover over a tax rate and click Actions, then select Edit.
4. In the right panel, in the Name field, edit the tax rate name.
5. Click Save.

Set a default tax rate

Set one of your tax rates as the default for the account. Once set, the default tax rate will be automatically selected whenever a new line item is added to credit memos, deals, invoices, payment links, quotes, legacy quotes, and subscriptions.

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar, navigate to Commerce > Tax.
3. In the table, hover over a tax rate and click Actions, then select Set as default tax rate.

Clear the default tax rate

To clear the default status of a tax rate:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar, navigate to Commerce > Tax.
3. In the table, hover over a tax rate and click Actions, then select Remove default tax rate. Only the default status is removed. The tax rate remains active until you set it as inactive.

Set a tax rate as inactive

To stop using a tax rate, set its status to Inactive. Tax rates can't be deleted.

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar, navigate to Commerce > Tax.
3. In the table, hover over a tax rate and click Actions, then select Edit.
4. In the right panel, click the Tax rate status dropdown menu and select Inactive.
5. Click Save.

Add tax rates to line items

Once you have configured your tax rates, you can use them when creating:

• Credit memos: learn how to add tax rates to credit memos.
• Deals: learn how to add line items to deals.
• Invoices: learn how to add tax rates to invoices.
• Payment links: learn how to add tax rates to payment links.
• Quotes: learn how to add tax rates to quotes.
• Legacy quote: learn how to add tax rates to legacy quotes.
• Subscriptions: learn how to add tax rates to subscriptions.