{"id":17013,"date":"2021-08-11T21:55:10","date_gmt":"2021-08-11T21:55:10","guid":{"rendered":"https:\/\/synder.com\/help\/?p=17013"},"modified":"2026-08-13T16:10:11","modified_gmt":"2026-08-13T16:10:11","slug":"apply-vat-based-on-the-location-of-the-sale-uk-taxes","status":"publish","type":"post","link":"https:\/\/synder.com\/help\/apply-vat-based-on-the-location-of-the-sale-uk-taxes\/","title":{"rendered":"How to Apply VAT Based on Shipping Location Using Recipes in Synder"},"content":{"rendered":"\n<p>This guide shows you how to apply VAT based on shipping location automatically, using Synder Smart Rules (Recipes) \u2014 Synder sets the right tax code from the customer&#8217;s shipping address country.<\/p>\n\n\n\n<p>The steps and screenshots below use <strong>QuickBooks Online<\/strong> with the <strong>Recipes<\/strong> tab, and <strong>QuickBooks Desktop<\/strong> works the same way. <strong>Xero doesn&#8217;t have the Recipes tab<\/strong>, so Xero users build the same rule manually \u2014 see <a href=\"#xero\">For Xero: build this manually<\/a> below.<\/p>\n\n\n\n<div style=\"background:#e3f2fd;border-left:4px solid #1e88e5;padding:12px 16px;margin-bottom:20px;\">\n<strong>QuickBooks Desktop users:<\/strong> Before your tax codes appear in the Smart Rules dropdowns, click <strong>Fetch data<\/strong> in the Smart Rules sidebar to load your accounting entities.\n<\/div>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1280\" height=\"879\" src=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/07\/xero-smart-rules-fetch-data.jpg\" alt=\"Smart Rules sidebar showing the Fetch data button with empty dropdowns hint\" class=\"wp-image-30281\" srcset=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/07\/xero-smart-rules-fetch-data.jpg 1280w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/07\/xero-smart-rules-fetch-data-300x206.jpg 300w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/07\/xero-smart-rules-fetch-data-1024x703.jpg 1024w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/07\/xero-smart-rules-fetch-data-768x527.jpg 768w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/07\/xero-smart-rules-fetch-data-1080x742.jpg 1080w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/07\/xero-smart-rules-fetch-data-60x41.jpg 60w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/07\/xero-smart-rules-fetch-data-150x103.jpg 150w\" sizes=\"(max-width: 1280px) 100vw, 1280px\" \/><\/figure>\n\n\n\n<p><strong>Can be used if:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>You need Synder to apply different VAT rates depending on where the sale ships to (e.g., UK, EU, US).<\/li>\n\n\n\n<li>You use multicurrency.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Before You Start<\/strong><\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>You must be connected to <strong>QuickBooks Online<\/strong>, <strong>QuickBooks Desktop<\/strong>, or <strong>Xero<\/strong> in Per-Transaction mode.<\/li>\n\n\n\n<li>The tax codes you want to apply must already exist in your accounting platform. If they are missing, add them there first.<\/li>\n\n\n\n<li>Know the country names or codes you want to use as triggers (e.g., &#8220;GB&#8221;, &#8220;Great Britain&#8221;, &#8220;United States&#8221;).<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Apply VAT based on shipping location with a recipe<\/strong><\/h2>\n\n\n\n<p>Below are the detailed steps to set up the Smart Rule for VAT based on shipping location in <strong>QuickBooks Online or QuickBooks Desktop<\/strong>, using Recipes:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>In Synder, go to <strong>Smart Rules<\/strong> in the left menu, then select <strong>Recipes<\/strong>.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"171\" height=\"135\" src=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-6.png\" alt=\"Recipes tab in Synder Smart Rules\" class=\"wp-image-27820\" srcset=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-6.png 171w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-6-60x47.png 60w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-6-150x118.png 150w\" sizes=\"(max-width: 171px) 100vw, 171px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Find the <strong>Set UK tax in Sales Receipts<\/strong> or <strong>Set UK tax in Invoice<\/strong> recipe, depending on the transaction type you want to cover. You can enable both if needed. Click <strong>Try it out<\/strong> to open the recipe builder.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"534\" src=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-9-1024x534.png\" alt=\"Recipe builder to apply VAT based on shipping location in Synder\" class=\"wp-image-27823\" srcset=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-9-1024x534.png 1024w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-9-300x157.png 300w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-9-768x401.png 768w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-9-1080x564.png 1080w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-9-60x31.png 60w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-9-150x78.png 150w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-9.png 1435w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li>In the <strong>IF<\/strong> block, check the shipping address condition. The default triggers when the shipping address country contains <strong>&#8220;GB&#8221;<\/strong> or <strong>&#8220;Great Britain&#8221;<\/strong>. Edit this to match your needs \u2014 you can change the country names or add a new variation.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"947\" height=\"654\" src=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-7.png\" alt=\"\" class=\"wp-image-27821\" srcset=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-7.png 947w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-7-300x207.png 300w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-7-768x530.png 768w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-7-60x41.png 60w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-7-150x104.png 150w\" sizes=\"(max-width: 947px) 100vw, 947px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Click the <strong>THEN<\/strong> block and select <strong>Set QuickBooks entity data<\/strong>. In the pop-up, choose <strong>Tax<\/strong> and select the correct tax code from the dropdown.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"950\" height=\"667\" src=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-10.png\" alt=\"\" class=\"wp-image-27824\" srcset=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-10.png 950w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-10-300x211.png 300w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-10-768x539.png 768w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-10-60x42.png 60w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-10-150x105.png 150w\" sizes=\"(max-width: 950px) 100vw, 950px\" \/><\/figure>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"670\" src=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-5-1024x670.png\" alt=\"\" class=\"wp-image-27819\" srcset=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-5-1024x670.png 1024w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-5-300x196.png 300w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-5-768x502.png 768w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-5-1080x706.png 1080w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-5-60x39.png 60w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-5-150x98.png 150w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-5.png 1520w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Click <strong>Submit<\/strong> to save the THEN block.<\/li>\n\n\n\n<li>Repeat for each country or region you want to cover. Each IF block handles a different location.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"879\" height=\"762\" src=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-8.png\" alt=\"\" class=\"wp-image-27822\" srcset=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-8.png 879w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-8-300x260.png 300w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-8-768x666.png 768w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-8-60x52.png 60w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2021\/08\/image-8-150x130.png 150w\" sizes=\"(max-width: 879px) 100vw, 879px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Click <strong>Save &amp; Close Rule<\/strong> to activate the rule.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"xero\"><strong>For Xero: apply VAT based on shipping location manually<\/strong><\/h2>\n\n\n\n<div style=\"background:#e8f5e9;border-left:4px solid #43a047;padding:12px 16px;margin-bottom:20px;\">\n<strong>Xero doesn&#8217;t have the Recipes tab.<\/strong> Recipes are just shortcuts for a regular Smart Rule, so Xero users build the same VAT logic manually under <strong>Smart Rules \u2192 Rules \u2192 Create Rule<\/strong>. Everything below maps one-to-one to the recipe above. For the full list of Xero entities, actions and limits, see <a href=\"https:\/\/synder.com\/help\/smart-rules-for-xero-entities-actions-and-limitations\/\">Smart Rules for Xero: Entities, Actions and Limitations<\/a>.\n<\/div>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Go to <strong>Smart Rules \u2192 Rules \u2192 Create Rule<\/strong>, then click <strong>Fetch data from Xero<\/strong> so your contacts, items and <strong>tax rates<\/strong> load into the dropdowns.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1280\" height=\"1033\" src=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/08\/xero-smart-rules-fetch-data-button.jpg\" alt=\"Fetch data from Xero button in Synder Smart Rules\" class=\"wp-image-31102\" srcset=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/08\/xero-smart-rules-fetch-data-button.jpg 1280w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/08\/xero-smart-rules-fetch-data-button-300x242.jpg 300w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/08\/xero-smart-rules-fetch-data-button-1024x826.jpg 1024w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/08\/xero-smart-rules-fetch-data-button-768x620.jpg 768w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/08\/xero-smart-rules-fetch-data-button-1080x872.jpg 1080w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/08\/xero-smart-rules-fetch-data-button-60x48.jpg 60w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/08\/xero-smart-rules-fetch-data-button-150x121.jpg 150w\" sizes=\"(max-width: 1280px) 100vw, 1280px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Trigger:<\/strong> choose <strong>Invoice \u2192 Created<\/strong>. Xero has no Sales Receipt entity, so the rule runs on Invoices.<\/li>\n\n\n\n<li><strong>Condition (IF):<\/strong> <strong>Contact: Shipping address \u2192 Country \u2192 Contains \u2192 &#8220;GB&#8221;<\/strong> (or your own country or region). In Xero the shipping address lives on the Contact, so the condition nests under <strong>Contact<\/strong>.<\/li>\n\n\n\n<li><strong>Action (THEN):<\/strong> <strong>Xero action \u2192 Invoice \u2192 Update current \u2192 Tax Rate<\/strong>, then select the correct VAT rate from the dropdown.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1280\" height=\"975\" src=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/08\/xero-smart-rules-ex1-c-action-update-current.jpg\" alt=\"Xero action set to Invoice, Update current in Synder Smart Rules\" class=\"wp-image-31095\" srcset=\"https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/08\/xero-smart-rules-ex1-c-action-update-current.jpg 1280w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/08\/xero-smart-rules-ex1-c-action-update-current-300x229.jpg 300w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/08\/xero-smart-rules-ex1-c-action-update-current-1024x780.jpg 1024w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/08\/xero-smart-rules-ex1-c-action-update-current-768x585.jpg 768w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/08\/xero-smart-rules-ex1-c-action-update-current-1080x823.jpg 1080w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/08\/xero-smart-rules-ex1-c-action-update-current-60x46.jpg 60w, https:\/\/synder.com\/help\/wp-content\/uploads\/sites\/2\/2026\/08\/xero-smart-rules-ex1-c-action-update-current-150x114.jpg 150w\" sizes=\"(max-width: 1280px) 100vw, 1280px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Add a separate IF block for each country or region you ship to, each with its own VAT rate in the THEN block. Then click <strong>Save &amp; Close Rule<\/strong>.<\/li>\n<\/ul>\n\n\n\n<p><strong>Note:<\/strong> On Xero, the Tax Rate update applies to <strong>unpaid invoices<\/strong> only, because a paid invoice locks its tax fields. Since this rule fires on <strong>Invoice \u2192 Created<\/strong>, it runs before the invoice is paid, so VAT is applied correctly. For a fuller worked example of a shipping-location tax rule on Xero, see <a href=\"https:\/\/synder.com\/help\/apply-sales-taxes-based-on-location-canada\/\">How to Apply Non-US Sales Tax Based on Shipping Location<\/a>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>How to Confirm It Worked<\/strong><\/h2>\n\n\n\n<p>Once your rule to apply VAT based on shipping location is live, sync a test transaction with a shipping address that matches one of your conditions. Then:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Go to <strong>Platform Transactions<\/strong> in the left menu.<\/li>\n\n\n\n<li>Find the transaction and click <strong>Explain<\/strong>, then <strong>Show in your accounting software<\/strong>.<\/li>\n\n\n\n<li>Verify that the correct tax code has been applied automatically in your accounting software.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Limitations &amp; Important Notes<\/strong><\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Recipes are QuickBooks-only:<\/strong> Xero has no Recipes\/Templates tab, so Xero users build the rule manually (see the Xero section above). The result is identical.<\/li>\n\n\n\n<li><strong>Per-Transaction mode only: <\/strong>Smart Rules are not available in Summary Sync. Xero is supported in Per-Transaction mode.<\/li>\n\n\n\n<li><strong>Tax codes must exist in your accounting platform first: <\/strong>Synder applies existing tax codes \u2014 it does not create them. If a tax code is missing, add it in your accounting platform before setting up the rule.<\/li>\n\n\n\n<li><strong>Order of IF blocks matters: <\/strong>Synder checks each IF block in order. If the first condition matches, it applies that rule and stops. So make sure your conditions are in the right order.<\/li>\n\n\n\n<li><strong>Partial matching: <\/strong>The &#8220;Contains&#8221; condition allows partial matches. Use this to cover abbreviations and full names in the same block (e.g., &#8220;GB&#8221; and &#8220;Great Britain&#8221;).<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>FAQ<\/strong><\/h2>\n\n\n\n<p><strong>Can I set rules for both Sales Receipts and Invoices?<\/strong><\/p>\n\n\n\n<p>Yes. Set up a separate recipe for each transaction type. The steps are the same for both. <strong>On Xero<\/strong>, however, there is no Sales Receipt entity, so the manual rule applies to <strong>Invoices<\/strong> only.<\/p>\n\n\n\n<p><strong>What if the tax code I need isn&#8217;t in the dropdown?<\/strong><\/p>\n\n\n\n<p>The tax code must be created in your accounting platform first. Once it exists there, it will appear in Synder&#8217;s dropdown. On Xero, click <strong>Fetch data from Xero<\/strong> to refresh the dropdown after adding it.<\/p>\n\n\n\n<p><strong>Can I cover multiple countries in one rule?<\/strong><\/p>\n\n\n\n<p>Yes. Add additional IF blocks for each country or region. Each block can have its own tax code in the THEN block.<\/p>\n\n\n\n<p><strong>Does this work with multicurrency transactions?<\/strong><\/p>\n\n\n\n<p>Yes. Synder supports multicurrency, so VAT rules will apply regardless of the transaction currency.<\/p>\n\n\n\n<p><strong>Where can I check if the rule executed correctly?<\/strong><\/p>\n\n\n\n<p>Go to <strong>Smart Rules \u2192 Executions<\/strong>. Each execution is logged with the rule name, trigger time, and result.<\/p>\n\n\n\n<p><a href=\"https:\/\/synder.com\/contact\/\"><em>Reach out to the Synder team<\/em><\/a><em> via online support chat or email with any questions you have \u2013 we&#8217;re always happy to help you!<\/em><\/p>\n\n","protected":false},"excerpt":{"rendered":"<p>This guide shows you how to apply VAT based on shipping location automatically, using Synder Smart Rules (Recipes) \u2014 Synder sets the right tax code from the customer&#8217;s shipping address country. The steps and screenshots below use QuickBooks Online with the Recipes tab, and QuickBooks Desktop works the same way. Xero doesn&#8217;t have the Recipes [&hellip;]<\/p>\n","protected":false},"author":2233,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","advgb_blocks_editor_width":"","advgb_blocks_columns_visual_guide":"","footnotes":""},"categories":[369,372,264],"tags":[],"ppma_author":[338],"class_list":["post-17013","post","type-post","status-publish","format-standard","hentry","category-transaction-recording-per-transaction","category-taxes","category-smart-rules"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v23.4 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Apply VAT Based on Shipping Location with Synder<\/title>\n<meta name=\"description\" content=\"Learn how to apply VAT based on shipping location automatically with Synder Smart Rules in QuickBooks \u2014 and build the same 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