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
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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