This guide shows you how to create and manage tax rates in your Studio settings, set a default rate, apply rates to projects, and keep your rates in sync with QuickBooks or Xero.
Once your rates are set up, see [Applying tax in your Schedules and Invoices] to learn how to use them in your day-to-day work.
Setting up tax rates at Studio level
Before applying tax to any project, you'll need to create your tax rates in your Studio settings. Programa supports both single and combo tax rates.
Prerequisite: You must have admin access to your Studio settings to configure tax rates.
Creating a single tax rate
A single tax rate is an individual rate for a country or region - for example, GST in Australia or Canada.
Single tax rate setup
Head to your account Settings via the dropdown menu next to your studio name.
Select the Tax tab.
Click + Add Tax Rate.
Select the Single tab.
Enter the Name of your tax rate (this is how it will appear on your Schedule).
Enter the tax Rate.
Add a Description (an explanation or expansion on your rate's name).
Choose whether to set this as your default rate.
Click Add Tax Rate to save.
Creating a combo tax rate
A combo tax rate is made up of multiple rates for a country or region — for example, state and local sales tax in the USA.
Combo tax rate setup
Head to your account Settings via the dropdown menu next to your studio name.
Select the Invoicing tab and scroll to Tax Settings.
Click + Add Tax Rate.
Select the Combo tab.
Enter the Name of your tax rate.
Add a Description.
Enter a Nickname and Rate for each rate within your combo, selecting + Add another rate for each new entry. The total percentage will populate below.
Choose whether to set this as your default rate.
Click Add Tax Rate to save.
Setting a tax rate as default
When you select Set as default, this rate will auto-populate for each new project you create. Your default tax rate will be highlighted in Settings, and you can update this at any time.
You can still switch between your saved tax rates at project level — the default simply sets the starting point.
Setting a default tax rate
Archiving a tax rate
If you no longer want to use a specific tax rate, you can archive it.
Archiving a tax rate
Head to Settings > Tax.
Click the three-dot menu at the end of the tax rate entry.
Select Archive.
Note: Any archived tax rates previously applied to projects will remain on those projects, but they won't be available for future projects.
You can view archived rates by toggling between the All and Archived tabs, and re-activate a rate from the three-dot menu at any time.
QuickBooks and Xero: syncing and managing tax rates
If you've connected Programa to QuickBooks or Xero, your tax rates are managed directly through your accounting platform and are synced across to Programa
How tax rates work when QB/Xero is connected
When you integrate with QuickBooks or Xero, you can import tax rates created in either of those systems into Programa.
Once connected, you can only select synced rates in your Schedules and Invoices - the option to create custom tax rates is no longer available.
Imported rates show their source (e.g. QuickBooks rate, Xero rate), so you always know where a rate originated.
What happens to your existing custom tax rates
If you created custom tax rates in Programa before connecting QuickBooks or Xero, those rates will be automatically archived when you connect.
Archived rates will appear in the Archive tab under Settings > Tax
They will still show on any invoices and schedules they were previously applied to - your historical records are preserved
⚠️ Action required: For any schedules created before you synced QuickBooks or Xero where custom tax rates were applied to individual products, you'll need to remap those items to your synced rates if you want to invoice out of them. Open the schedule and update the tax rate on each affected product.
Managing your synced tax rates
You can archive or delete QuickBooks or Xero-synced tax rates directly from Programa's Tax Settings.
Archived QuickBooks or Xero rates remain on previously applied projects but won't appear for new use.
💡 Learn how to connect your QuickBooks or Xero account.
Frequently asked questions
I'm in the US - why don't I see pre-populated tax rates?
US tax structures are highly variable (state, county, city). Programa lets you create your own custom rates that match your specific requirements, rather than guessing which rates apply to your location.
I want to archive a tax rate but don't want to lose the tax applied to a project.
Archived tax rates remain attached to any projects they were previously applied to. The rate will appear greyed out in that project's available rates, but it won't be usable for future projects.
I archived a tax rate by mistake - how do I restore it?
Head to Settings > Invoicing > Tax Settings, click the Archived tab, then use the three-dot menu next to the rate and select the option to re-activate.
Need more help with tax rates? Contact our support team via live chat for personalised assistance.