Invoices or reimbursements?
How submitting & paying out expenses works:
An expense request can be presented under two forms:
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.
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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