This article explains how to set up accounts and tax rates for invoicing, link them to company billing addresses, and understand how the system auto-populates these values when invoices are generated.
⚠ Important: Tax is applied at the invoice line-item level, and the billing address does not solely determine tax settings. Make sure each account linked to a billing address has the correct tax rate configured to avoid discrepancies.
Set Up Default Accounts and Tax Rates
Go to Pay and Bill Settings, then click Invoice settings.
Configure your Tax types as needed.
Configure your Accounts as needed, including:
Nominal codes.
Account names and descriptions.
The default tax rate linked to each account.
Review the accounts linked to billing addresses, then confirm each one has the correct tax rate to prevent incorrect tax being applied on invoices.
📌 Note: To ensure accurate tax application, verify that invoice line items are associated with the correct accounts and tax rates.
Link Accounts to Company Billing Addresses
Vincere supports multiple billing addresses per company. Each location can have its own billing details.
Open the relevant Company record.
Go to the company’s Billing Address details.
Set the default Account for Sales Invoices and/or Purchase Invoices (as required).
Save your changes.
🤓 Tip: If billing details look incomplete or incorrect on an invoice, re-save the company billing address to help resolve partial saves or mapping issues.
Understand When Defaults Are Applied to Invoices
When a placement is made or a timesheet is approved, an invoice can be generated.
Create a placement or approve a timesheet (depending on your process).
Open the generated invoice.
Confirm the default Account and Tax rate have populated correctly on the invoice line items.
📌 Note: The Account and Tax rate are applied to each line item on the invoice.
⚠ Important: Automatic invoice generation from timesheets is only available when using Vincere Timetemp. If you are not using Timetemp, contact your Account Manager for guidance.
Troubleshoot Billing Address Discrepancies
Billing addresses may display incorrectly if data is partially saved or incorrectly mapped. Use these steps to resolve the issue:
Open the Company record, then go to Work Information.
Re-save the company’s Billing Address.
Open the related Contact record, then update the Work Address with the correct tagging.
Create or review a new invoice, then confirm the billing address now displays correctly.