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On this page
  • 📌 Overview
  • 🧾 Types of Expenses
  • ✅ Submission Process
  • 🔄 Approval Workflow
  • 💳 Payment Methods
  • 📘 Learn More
  • 🛡️ Compliance and Best Practices

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  1. How it works?

Expenses

PreviousBasicsNextInvoices or Reimbursements?

Last updated 1 month ago

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📌 Overview

Managing expenses with Open Collective Europe (OCE) is designed to be transparent and straightforward. Whether you're reimbursing a team member or paying a service provider, the process ensures accountability and compliance with fiscal regulations.


🧾 Types of Expenses

There are two primary types of expenses you can submit:

1. Reimbursements

Used when someone has paid out-of-pocket for goods or services on behalf of the Collective.

  • Required Documentation:

    • Vendor's name and address

    • Transaction date

    • Description of items or services

    • Amount paid

Note: Order confirmations, proforma invoices, or bank statements are not valid receipts. Learn more:

2. Invoices

Used when paying individuals or organizations for services rendered.

  • Required Documentation:

    • Unique invoice number

    • Service provider's full details (name, address, tax ID)

    • Detailed description of services

    • Applicable tax rate and amount

    • Invoice addressed to the Collective or one of its administrators


✅ Submission Process

  1. Go to your Collective's page and click “Submit Expense”

  2. Choose the expense type: Reimbursement or Invoice

  3. Fill in the required details and upload documentation

  4. Select a payout method (e.g., PayPal, Wise/bank transfer)

  5. Submit for approval

Processing Time: Most expenses are reviewed and paid within 7 business days.


🔄 Approval Workflow

OCE uses a two-step approval process:

  1. Admin Review: One of your Collective's admins approves the expense.

  2. OCE Finance Review: Our team checks for legal and fiscal compliance.

Note: Incomplete or non-compliant expenses may be rejected.


💳 Payment Methods

Supported payout options:

  • PayPal (must be active and verified)

  • Bank Transfer via Wise (international bank details required)

Caution: Ensure that payout details match the expense documentation to avoid delays.


📘 Learn More


🛡️ Compliance and Best Practices

  • Transparency: All expenses are publicly visible to ensure accountability.

  • Accuracy: Double-check amounts, details, and receipts before submitting.

  • Communication: Use the comment section on each expense to clarify anything if needed.

Important: Invoices must not reference Open Collective Europe directly. They should be addressed to the Collective or its admins. Learn more:

Need help? Email us at

How to Submit a Reimbursement
How to Submit an Invoice
Overview: How to Submit Expenses
Expenses in the Ledger – Open Collective Docs
oce@opencollective.com