Invoices or reimbursements?

How submitting & paying out expenses works:

An expense request can be presented under two forms:

  1. an Invoice for work completed for the Collective;

    • Invoices are used to pay people for work completed or their goods/services.

    • Within the invoice option, you have to upload your own invoice.

    • Invoices can be issued by registered independent contractors or companies. Invoices always have to contain the following information:

      • The invoice unique number.

      • Full identification (name, address, tax/company number).

      • Detailed description of the nature of the service.

      • Tax rate (if tax rate is 0%, please explain why on the invoice).

      • The invoice must be billed to the Collective (including one of the Admins and their legal address). There can be no mention of Open Collective Europe on the invoice.

      • Here are Stripe's best practice tips.

  2. a Reimbursement for purchases made on behalf of the Collective.

    • Reimbursements are used to pay people back when they have made purchases for the group.

    • Receipts are required so that we can ensure the requested amount matches the purchased amount in order to approve the reimbursement.

    • For a receipt to be approved by our team it must include:

      • an amount equal to the amount requested

      • the identification of the vendor (name, address, tax number...)

      • the nature of the expense

      • tax information (VAT rate)

    Order confirmation, card slips and bank statements alone are not valid receipts.

    • In case you are requesting a partial reimbursement of a receipt, please highlight directly on the receipt the requested amount (eg. specific lines describing the product/service).

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