How to update the VAT formula on your Excel invoice template for 01 May 2025

With the pending VAT increase due to be implemented on 01 May 2025, we want to make sure that you're well prepared for the change.

This article will guide you through:

updating and saving the new VAT calculation on your invoice templates, and
uploading the new template on to NightsBridge on 01 May 2025.

If you have the bookmark (defined name range) on your template and no formula you don't need to make any changes to your templates.

1. Updating & saving your templates

📅 Before 01 May 2025

Preparing the new invoice template

Here is a tutorial on how to add VAT to your Excel templates. This is the best method to edit your template as the percentage will change automatically when using a bookmark (defined name range) by NightsBridge when VAT changes.

If you use a formula calculation on Excel as well as the bookmark (defined name range) on templates, the formula will override the defined name range. You can click on the cell next to the word VAT to ensure that this has been correctly edited.

Using a formula instead of a bookmark (defined named range)

Please note that if you use the method of updating Excel templates will add VAT on any VAT Exempt extras you could have on an invoice you generate.

Preparing the new template simply involves downloading your existing template, updating the VAT calculation, and saving it as a new file.

Download your existing template

Go to Rates & Rules (Setup)

Use the Main Menu to access 'Rates & Rules (Setup)'.

Select 'Templates'

Click on 'Templates'

Select and download your current invoice template

Click on the 'Template' drop-down menu to display your options
Select 'Invoice'
Click on the 'Download' button

A pop-up message may inform you that your browser is blocking a site from opening a pop-up window for the download. Allow this.
It is safe to download documents from NightsBridge.

Your current invoice template has now been downloaded and stored on your computer.

Update the VAT calculation formula

You will need to edit the formula set to calculate the VAT.

Double-click on the cell containing the VAT formula
This is the cell that would display the VAT amount on a generated proforma.
The original VAT formula will display.

Replace the current formula.

You can add the additional '.5' by typing it into the formula, or copy & pasting the formula below into the same cell.

=SUM(G27*(15.5/115.5))

Click to copy

Saving the updated Excel invoice template

Save the updated template.

Be sure to:

Save it in a familiar/easy-to-find folder on your computer.
Give the file a recognisable name.
Click on 'Save As'

You updated invoice template is now saved and ready to be uploaded to NightsBridge, first thing, on 01 May 2025

Updating your proforma and credit note templates

Simply select the relevant template from the listing of templates and follow the same steps outlined above.

Check your Business & VAT Details

Now that your templates are updated, this is a great opportunity to ensure the correct details are provided on NightsBridge.
Visit our tutorial on 'How to add or update the business registration and VAT details' for guidance.

2. Uploading your updated template to NightsBridge

📅 On 01 May 2025

Uploading the new invoice template

Only upload on 01 May 2025

Upload your updated templates on 01 May 2025, before issuing any proformas or invoices.
This will ensure that the correct VAT calculation is applied from 01 May onward.

Go to the 'Templates' page

Should you need guidance, refer to these steps again.

Select and upload your updated invoice template

Click on the 'Template' drop-down menu to display your options and select 'Invoice'
Click on the 'Choose File' button
A file explorer window will open.