# Invoices or Reimbursements?

### 💡 Understanding the Difference

When submitting expenses to your Collective, it's essential to choose the correct type:

#### 1. **Invoice**

Use this when requesting payment for services provided or goods supplied.

* **Who submits**: Freelancers, contractors, or companies
* **Purpose**: Payment for completed work or delivered goods
* **Documentation**: A formal invoice containing the mandatory information required in your country of residence. It must include:
  * Unique invoice number
  * Full identification (name, address, tax/company number)
  * Detailed description of the service or goods
  * The applicable tax rate and amount. If the tax rate is 0%, please include the legal basis for the exemption directly on the invoice (for example: VAT exemption under Article YY of Law XX)
  * The invoice addressed to the Collective, including the name and legal address of one of the Admins

{% hint style="danger" %}
**Important:** Invoices must not be made out to Open Collective Europe. They must be made out to your Collective and include the name and address of an individual admin (for example: *Collective, c/o Admin First Name Last Name, Admin Address*).\
\
For invoice submissions, the company or freelancer details on the invoice must match the bank account receiving the payment.
{% endhint %}

***

#### 2. **Reimbursement**

Use this when you've paid out-of-pocket on behalf of the Collective and seek reimbursement.

* **Who submits**: Members or contributors of the Collective
* **Purpose**: Reimbursement for purchases made for the Collective
* **Documentation**: A valid receipt from the provider showing:
  * Vendor's name and address
  * Transaction date
  * Description of items or services
  * Amount paid

{% hint style="info" %}
Order confirmations, proforma invoices, bank or PayPal statements are not valid receipts.
{% endhint %}

***

### 📝 Special Cases

* **Partial Reimbursements**: If you're requesting reimbursement for only part of a receipt, highlight the relevant items directly on the document.

{% hint style="success" %}
If the breakdown isn’t obvious (e.g., a percentage or a split), please attach a signed and dated note explaining the amount being claimed and what it covers.
{% endhint %}

***

### 📚 Learn More

For more detailed explanations and tutorials, refer to:

* [Overview: Submitting Expenses](https://docs.opencollective.com/help/expenses-and-getting-paid/submitting-expenses)
* [Expenses: General Guidance](https://docs.opencollective.com/help/collectives/expenses)

***

### 📬 Need Help?

If you have any questions, feel free to [contact us](mailto:oce@opencollective.com). We're happy to help.


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