Location Setup in ShopView
This guide explains how to configure your shop’s location details, time zone, taxes, and shop supply settings so your system behaves consistently across work orders, invoices, staff clock-ins, and scheduling.
Accessing Location Settings
Open ShopView and log in as an Admin.
Select Settings from the left-hand navigation.
Choose Locations to view your existing shop locations.
Editing an Existing Location
Find the location you want to update and click the Edit icon.
The location panel includes fields for:
Location name
Shop Id (can be an alpha-numerical prefix added to work orders if you have multiple locations)
Business address
Phone number
Time zone
Remit to address (The "IBS" acronym is Interstate Billing Service. An unrelated third party to ShopView.)
Location ID
Shop supply settings
Tax assignments
Sales tax rounding method (Line by line or Invoice total)
Business hours (used by the Schedule)
Default color
Make changes as needed and select Save.- Note that the updated location name will appear as the header on all invoices for that location. Similarly, any changes made to the phone number in this section will reflect on invoices.
Updating the Time Zone
Correct time zone settings ensure accurate timestamps on work orders, technician punches, and scheduling activities.
Open the location editor and locate the Time Zone field.
Choose the appropriate time zone for your region (e.g., America/Edmonton).
Save your changes.
Configuring Shop Supply Charges
Shop supplies cover consumables such as cleaners, rags, fasteners, and similar small items used during service.
You can set:
A percentage rate
A minimum charge
A maximum charge
To adjust your shop supply setup, open the location editor and scroll to the Shop Supplies field. Update the percentage and range values to match your shop’s billing practices, then save.
Click the "Show % on Estimates and Invoices" checkbox if you want that percentage shown on the customer invoice. Shop supply rates can also be managed at three levels in ShopView:
Location Settings: Set global defaults that apply to all work orders, ensuring consistency across operations.
Customer Profile: Define customer-specific default shop supply rates for tailored billing.
Work Order (WO): Adjust shop supply values directly on individual work orders for one-off cases or special adjustments.
Industry standards often fall between 5% and 10%.
Assigning Taxes to a Location
After creating taxes (such as GST or PST), they must be enabled for your location.
Open the location editor.
Scroll to the Taxes area.
Check or uncheck the taxes that apply at this location.
Save the changes.
If you eventually begin doing out-of-state/province work, additional tax rules can be added later and assigned to the appropriate locations. Individual line items can also be marked as tax-exempt, which reduces the taxable subtotal before the tax rate is applied. This is useful for items like freight or other designated categories.
Choosing a Sales Tax Rounding Method
Beneath the Taxes area in the location editor, you can choose how this location rounds sales tax: ShopView calculates sales tax based on the taxable subtotal of the invoice. Any line items marked as tax-exempt, such as certain parts or services, are excluded from this subtotal before the tax rate is applied. This ensures that only taxable items contribute to the final tax amount.
Line by line - The default, each taxable line rounded to the cent and then added up.
If you sync to QuickBooks, note that QuickBooks rounds line by line, so the Invoice total method can leave a synced invoice with a $0.01 balance to clear by hand. ShopView will warn you before you switch. See the article Sales Tax Rounding Methods for the details.
Invoice total - Taxable amounts added up first, then rounded once for each tax rate). Nothing changes until you switch it, and invoices you have already sent keep the rounding they were billed with.
Setting Business Hours
You can now set business hours for the shop in the location editor (Edit Location).
The Schedule builds around them: shifts are sized to fit a working day, anything scheduled outside those hours is flagged, and multi day jobs spread across consecutive working days.
Custom working hours for an individual technician, including split shifts, are set in Edit Staff Member. See the Schedule Overview article for how these hours drive capacity.
Adding Additional Locations
Shops with more than one physical location can create separate profiles for each.
Go to Settings → Locations.
Select New Location.
Enter details such as address, contact information, shop supply percentages, time zone, and taxes.
Save when complete.
Each location will have its own defaults, users, schedules, and invoice configurations.
Adding a location will increase your subscription cost. Before adding a location contact ShopView for more information.
Troubleshooting & Helpful Tips
If scrolling inside the location editor fails, zoom out using Ctrl + – or resize your browser window.
If shop supplies aren’t appearing on invoices, check that both the percentage and location assignment were saved.
If the technician punches show incorrect times, confirm the location’s time zone.
If taxes do not appear on invoices, ensure they are assigned to the correct location rather than just created globally.- If the invoice header or phone number does not update after making changes in Location settings, double-check that the edits were saved and synced across all applicable modules.
Handle consumables directly in QuickBooks to avoid tax discrepancies and ensure compliance with tax regulations.
Reserve ShopView’s purchasing and inventory workflows for stocked parts to maintain smooth integration with QuickBooks.
If your sales tax appears lower than expected, review the line items to ensure taxable items are not incorrectly marked as tax-exempt.