How to configure fiscal data in BookHero (Portugal): tax ID, VAT, address, bank and prefixes

This guide is written for Portugal because BookHero's fiscal data card maps to Portuguese rules (NIF as tax ID, 23% default VAT, 4-letter document prefixes FAT/COR/EC/SC, country defaulting to PT). The general ideas (legal name, tax ID, VAT rate, address, banking, document prefixes) apply anywhere, but the specific defaults and the certified-software requirement are Portuguese.

When you start charging customers in BookHero, the system generates a receipt with your business data at the top and the customer's at the bottom. For that receipt to come out correctly, BookHero needs to know who you are fiscally: legal name, tax ID, address, default VAT rate, and the prefixes that will number the documents. You fill this in once and forget about it; from then on every checkout, every emailed receipt and every CSV export uses these defaults automatically.

Where the fiscal data lives

Open Dashboard, Settings, and find the 'Fiscal data' card. It's a single form with all fields: business identification, document prefixes, address, banking details and VAT rate. Only the workspace owner or a manager with the 'manage business settings' permission can open and save it.

Step by step: fill everything in one pass

1. 1

   Open Settings, 'Fiscal data' card

   Side menu, Settings section. If you don't see the card, your account doesn't have permission to manage business settings. Ask the owner.

2. 2

   Fill in the legal name and tax ID

   Two fields at the top, both marked required. Use exactly the name from your company registration or the freelancer recibo verde. Tax ID is 9 digits for Portugal, no spaces or dots.

3. 3

   Set the prefixes (or accept the defaults)

   If you're migrating from another tool, copy the same prefixes over to keep continuity. If you're starting fresh, keep the defaults: FAT, COR, EC, SC. Some businesses prefer FAT2026 or FAT26 to include the year in the prefix. Max 8 characters, uppercase letters and digits only.

4. 4

   Fill in the fiscal address

   Full street, city, state (or region), postal code and country. In Portugal use the '0000-000' postal code format. None of these are required to save, but they all should appear on the final receipt.

5. 5

   Add IBAN and bank (optional)

   Bank name (e.g. 'Millennium BCP') and the full IBAN (PT50 0010 0000 1234 5678 9012 3). Useful if you want to include a transfer reference on the receipt. Can stay blank if you only collect cash or card.

6. 6

   Adjust the VAT rate and save

   Defaults to 23%. Only change it if you're exempt or in the autonomous regions. Click 'Save'. The card shows 'You have unsaved changes' until you confirm, and 'Saved' once the update lands.

What appears on the receipt

To see where each field ends up, look at this sample checkout with the customer's tax ID filled in. The header above the receipt (not visible in the cart mockup) carries the legal name, tax ID, address and contacts of your business that you just configured.

• Top of the receipt: legal name, tax ID, full address, postal code, city, country.
• Receipt lines: each service or product with VAT applied at the configured rate.
• Footer: sequential document number with the chosen prefix (e.g. FAT2026/0001), date, payment method.
• If you filled in bank and IBAN: shown in small print at the footer in case the customer wants to pay by transfer.
• Customer tax ID: appears next to the customer data, only when you've filled it in at checkout.

BookHero receipt vs certified invoice: what each one does

In practice, many businesses run BookHero as their day-to-day operating system (calendar, clients, checkout, on-the-spot receipt) and in parallel issue monthly certified invoices in their billing software to hand over to the accountant. BookHero's reports and exports help you reconcile totals across both systems.

Prefixes: how to choose and when to change them

Prefixes are short (max 8 characters, uppercase letters and digits only) and prepended to the document number. They show on every document issued from that moment forward, and on CSV transaction exports. Changing a prefix mid-year doesn't erase history, but it creates a visible jump in numbering that will show up in any report.

• BookHero defaults: FAT (invoices), COR (credit notes), EC (cash-in), SC (cash-out).
• Common year-tagged variants: FAT2026 (five characters), COR2026, EC2026, SC2026. Useful if you change prefix every year to mentally reset the sequence.
• Short variants: F, C, E, S. Accepted, but the document becomes less legible ('F/0001' tells less than 'FAT/0001').
• Migrating from another tool: line up the prefixes to keep an unbroken trail across both systems.

When you need to update the fiscal data

Fiscal data isn't write-once. These are the most common moments to come back to the Fiscal data card:

• Company HQ moved: update the address, city, state and postal code right away. Receipts issued after the change will use the new address.
• Switched banks or opened a new business account: update the bank name and IBAN.
• Changed VAT regime (in or out of art. 53.º): update the VAT rate. Also update it in your certified billing software.
• Starting a new fiscal year: many businesses switch from FAT2025 to FAT2026 here (sequential numbering restarts at 0001).
• Changed the legal name (company restructuring, name change): update the legal name. Earlier receipts keep the old name in history.

Where this data shows up beyond the receipt

It's not just the customer-facing receipt. Several other places in BookHero use the legal name and tax ID to identify who is issuing the document or exporting the data.

• Receipts emailed to the customer after checkout: the top of the PDF carries the legal name, tax ID and address.
• BookHero reports: the legal name appears on the header of PDF exports.
• CSV exports: each transaction row includes the business tax ID, so your accountant can identify the issuer when they receive the file.
• Business statement (coming soon): uses the legal name on the accumulated revenue reports.

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