Invoices or Reimbursements?

πŸ’‘ 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)


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.


πŸ“ Special Cases

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


πŸ“š Learn More

For more detailed explanations and tutorials, refer to:


πŸ“¬ Need Help?

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

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