You will set your company details and branding, confirm the country rules and currency your fares use, review the taxes and levies on your fares, add your own tax and see the result on a real fare quote and on the saved booking.
Go to Admin > Settings. The Organisation tab holds the Company Name, the Tenant Slug, the Contact Email, the Phone and the Time zone. Change what is wrong and click Save Changes. The time zone you save is still there after you reload the page.
Scroll down to Branding & company profile. Click Upload logo or paste a link in Or logo link (https), pick your Brand colour, type your Tax / VAT registration number and your address (lines 1 and 2, city, postcode, country), then click Save branding. The card says these details are shown on the sign-in page, in the console header and at the top of dispatch sheets, invoices, payslips and bills of lading.
Open the Jurisdiction tab. Current Jurisdiction and Currency show the rules your fares use, for example GB-LONDON and GBP. To switch country pick another entry in Change Jurisdiction (ten are available, from London to Pakistan and India) and click Apply Jurisdiction.
Open Business > Finance setup > Tax Rules. The table lists each tax or levy of your jurisdiction with its Rate / Amount: for London that is VAT at 20.00%, the London Congestion Charge at 15.00, the Ultra Low Emission Zone at 12.50 and the Airport Access Surcharge at 5.00, plus a zero-rated VAT line for private hire. A short description under each name says what the rule does. The Enabled box shows whether a rule is in use. Untick it to switch a rule off (the row stays in the list) and tick it again to switch it back on.
Click Add Custom Tax. Type a Name (for example Council Licence Levy), choose the Tax Type, and either enter a Rate (0.20 means 20%, 0.05 means 5%) or tick Flat amount for a fixed sum. Tick Applies to fare, Applies to surcharges or both, then click Create Tax Rule.
Click Override on a row. The dialog shows the jurisdiction default. Enter your own Override Rate or Override Flat Amount, or leave them blank to keep the default, and click Save Override. Enable this tax rule controls whether the rule is used.
Go to Dispatch > Bookings and create a booking: passenger name and phone, a pickup and a drop-off, a date and time from the calendar, a vehicle, then Pricing & Confirmation. The Fare Estimate lists the base fare, any night surcharge, the VAT (once, at 20%), each levy that applies to this trip and the total, with the distance and time.
Choose a payment method and click Create Booking. A message says the booking was saved as a draft and must be confirmed to dispatch. Open the new booking from the list: in Booking Details the Passenger & Fare panel shows the Fare, the Fare before tax, each tax line and the payment method. The total is the same as the estimate you saw in step 7. New bookings start as drafts until you click Confirm Booking.
| Mistake | What you see | Fix |
|---|---|---|
| Custom tax without a name | "Name required" | Type a name and save again |
| Changed the jurisdiction but still see the old currency | Old currency on fares | Sign out and in again |
| Wrong rate format | Rate is a fraction, 0.20 means 20% | Enter 0.05 for 5% |
| Expected a levy on every trip | A short trip has no airport or congestion line | Levies apply only when the pickup or drop-off is in the zone |
| Item | Meaning / rule |
|---|---|
| Jurisdiction | Sets currency, default zones, VAT default and surge defaults |
| Tax rule rate | A fraction (0.20 = 20%) or a flat amount |
| Applies to fare / surcharges | Which part of the price the tax is charged on |
| Override | Your own rate or amount in place of the jurisdiction default |
| Enabled box | Switches a rule off or on for new quotes without deleting it |
| Branding & company profile | Logo, colour, tax number and address shown on your sign-in page and documents |
Can I use more than one tax? Yes. Each rule in the table is a separate line, and you can add custom ones.
Can I go back to the standard rules? Yes. Use Reset to Defaults on the Tax Rules page.
GridX FMS runs this whole workflow. See what GridX FMS does and what it costs, or browse all step-by-step guides.