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How Do I Include Sales Tax On My Invoice?

Sep 1 2026 | By: PhotoBiz Knowledge Base

How to Make Sure Sales Tax Is Applied to Your Invoices in PhotoBiz

Overview

PhotoBiz can automatically apply sales tax to invoices created through the Quotes & Invoices tool. The tax calculation depends on the sales tax lines configured in your ECommerce settings, the client’s location, and whether each invoice item is marked as taxable.

If sales tax is missing from an invoice, checking these areas will usually identify the cause.

This guide walks you through reviewing your tax settings, confirming the client’s address, checking taxable invoice items, and verifying the tax total before sending an invoice.

Prerequisites

Before you begin, you need at least one sales tax line configured in your PhotoBiz ECommerce settings.

For sales tax to apply to an invoice:

  • A matching sales tax line must exist in your ECommerce settings
  • The client must have the location information required by that tax line
  • The invoice item must be marked as taxable
  • County information must be included when a county-specific tax line requires it

If you have not created a tax line yet, see How To Create A New Sales Tax Line

STEP ONE

Log into your PhotoBiz account and click ECOMMERCE in the left-side menu. This opens the ECommerce Dashboard, where you can manage payment and tax settings for your account.

STEP TWO

At the top of the ECommerce Dashboard, hover over PAYMENTS and click TAXES from the dropdown menu.

Review your existing tax lines and confirm that you have a tax line for the location where you need to collect sales tax. If you use county-specific tax lines, confirm that the correct county is included in your tax setup.

If you do not have the tax line you need, see How To Create A New Sales Tax Line before continuing.

STEP THREE

Click QUOTES & INVOICES in the left-side menu to open the Quotes & Invoices dashboard.

At the top of the dashboard, click INVOICES to view your existing invoices.

STEP THREE

At the top center of the Quotes & Invoices dashboard, click the INVOICES tab.

This will display your existing invoices. From here, you can create a new invoice or open an invoice you have already started.

STEP FOUR

Create a new invoice or open an existing invoice by clicking its Invoice Number.

Once the invoice opens, review the client, invoice items, and totals. Sales tax will only be calculated when the invoice information matches the tax rules you have configured.

STEP FIVE

Review the contact assigned to the invoice and confirm that the required address information is complete.

Your tax settings use the client’s location to determine whether one of your configured tax lines applies. Make sure the contact includes the correct country and state. If you use county-specific tax lines, confirm that the correct county is also included.

If any required address information is missing or incorrect, edit the existing contact, update the location details, and then return to the invoice.

STEP SIX

Review each line item on the invoice and confirm that any item that should collect sales tax is marked as taxable.

Sales tax is only calculated for taxable invoice items. An item that is not marked as taxable will not be included in the tax calculation, even when the client’s address matches one of your tax lines.

After confirming the taxable status of your invoice items, review the invoice total again.

FINAL STEP

Review the invoice totals before sending the invoice to your client.

When the invoice matches your tax settings, the applicable sales tax will appear with the invoice subtotal and final total. Confirm that the amount looks correct before sending the invoice.

WHAT YOUR CLIENT SEES

When sales tax is applied, your client will see the tax included in the invoice total.

The invoice can include:

  • Individual invoice line items
  • The invoice subtotal
  • Applicable sales tax
  • The final amount due

The tax amount will only appear when the invoice location and taxable items match the sales tax rules configured in your PhotoBiz account.

How County Tax Affects an Invoice

If you have configured a county-specific sales tax line, the client’s county information can affect whether that tax applies.

Make sure the county listed for the client matches the county used in your applicable tax settings. If the county is missing or does not match the configured tax line, the expected county tax may not appear.

If state sales tax is appearing but county sales tax is missing, review both the client’s county information and your county-specific tax settings.

Additional Options or Helpful Notes

Sales tax settings configured in ECommerce can be used across multiple areas of your PhotoBiz account, including:

  • Invoices
  • ECommerce orders
  • Forms
  • Client Galleries

You can create multiple tax lines when you need different tax rules for different locations.

The TAXES area of your ECommerce settings also provides sales tax reporting to help you review collected tax. See How Do I Access My Sales Reports? for more information.

PhotoBiz applies the sales tax settings you configure in your account. Tax rates, taxable products or services, and collection requirements can vary by location. If you are unsure what tax you are required to collect, consult a qualified tax professional.

Troubleshooting & FAQs

Why is sales tax not showing on my invoice?

Check the following:

  • Confirm that you have created a sales tax line under ECOMMERCE → PAYMENTS → TAXES

  • Confirm that the client’s location matches the applicable tax line

  • Confirm that the client has the required country and state information

  • Confirm the county when you use county-specific tax settings

  • Confirm that the invoice item is marked as taxable

  • Review the invoice again after making changes to the client or invoice item

Why is my state tax showing but my county tax is missing?

Review the county associated with the client and compare it with your county-specific tax settings.

If the county information is missing or does not match the county configured on the applicable tax line, the expected county tax may not appear.

Also confirm that the invoice item is marked as taxable.

Why does my sales tax amount look incorrect?

Open ECOMMERCE → PAYMENTS → TAXES and review the tax lines that apply to the client’s location.

Confirm that the configured rate and location information are correct. If you use county-specific tax settings, review the county as well.

You should also confirm that every invoice item that should be taxed is marked as taxable.

The client address is complete, but tax still does not appear

First, confirm that the invoice item is marked as taxable.

Next, compare the client’s location with the location configured on your sales tax line. A complete address alone does not cause tax to apply if the client’s location does not match one of your configured tax rules.

If you use county-specific tax lines, confirm that the client’s county information is also correct.

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