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.

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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

Order confirmations, proforma invoices, or bank statements are not valid receipts.

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📝 Special Cases

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

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.

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📚 Learn More

For more detailed explanations and tutorials, refer to:

• Overview: Submitting Expenses

• Expenses: General Guidance

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📬 Need Help?

If you have any questions, feel free to contact us. We're happy to help.