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 you're requesting payment for services rendered or goods provided.
Who submits: Freelancers, contractors, or companies
Purpose: Payment for work completed or goods delivered
Documentation: A formal invoice containing:
Unique invoice number
Full identification (name, address, tax/company number)
Detailed description of the service or goods
Applicable tax rate and amount. If the tax rate is zero, please provide a legal reference for the exemption directly on the invoice (e.g., VAT exemption according to the article YY of the law XX).
Invoice addressed to the Collective (including one of the Admins and their legal address)
Important: Invoices must not be addressed to Open Collective Europe. They must be addressed to your Collective or an individual admin.
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 showing:
Vendor's name and address
Transaction date
Description of items or services
Amount paid
📝 Special Cases
Partial Reimbursements: If you're requesting reimbursement for only part of a receipt, highlight the relevant items directly on the document.
Tip: If the breakdown isn’t obvious, you can attach a signed and dated note explaining the amount being claimed and what it covers.
📚 Learn More
For more detailed explanations and tutorials, refer to:
📬 Need Help?
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