The "Add Tax" workflow action in HubSpot is a useful automation feature for businesses that need to apply taxes like VAT or Sales Tax to their Quotes and Invoices.
Functionality
- Quote and Invoice based workflows: This action can be applied in workflows that are based on Quotes or Invoices
How to Use
- Workflow Placement: Incorporate the "Add Tax" action into the appropriate point in your Quote or Invoice-based workflow.
- Tax Percentage: Specify the percentage of tax that needs to be added
- If necessary create multiple workflow brances for variuos Tax percentages (by State, by Country etc)
Limitations
- UI Interaction: The action cannot add tax to a Quote while the Quote UI is open. HubSpot overrides changes made through the API when the UI is open, which can result in a loss of the added tax.
Solutions to Common Issues
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Delay Action: To avoid conflicts with the Quote UI, insert a delay of a few minutes in the workflow before the "Add Tax" action executes. This can help ensure that the Quote UI is closed and the changes won't be overwritten.
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Automated Quote Creation: Use the "Create Quote" workflow action from our app to generate quotes automatically. This ensures that the "Add Tax" action is not interrupted by manual UI edits.
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Workflow Trigger Adjustment: Set up your workflow to trigger when the Quote UI is confirmed to be closed. One method to achieve this is by using a custom deal property, such as "Add Tax". When this property is set to a known value, it can initiate a quote-based workflow that adds the tax and finalizes the quote for publishing.
Best Practices
- Workflow Testing: Test your workflows thoroughly to ensure that the "Add Tax" action executes as expected, especially in different scenarios of Quote and Invoice creation.
- User Training: Educate users who create Quotes and Invoices about the importance of closing the UI to allow the workflow to run successfully