Expenses
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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.
There are two primary types of expenses you can submit:
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:
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
Go to your Collective's page and click “Submit Expense”
Choose the expense type: Reimbursement or Invoice
Fill in the required details and upload documentation
Select a payout method (e.g., PayPal, Wise/bank transfer)
Submit for approval
OCE uses a two-step approval process:
Admin Review: One of your Collective's admins approves the expense.
OCE Finance Review: Our team checks for legal and fiscal compliance.
Note: Incomplete or non-compliant expenses may be rejected.
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.
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