What is a valid invoice? What information needs to be on it?

For an invoice to be considered valid for expense reimbursement globally, it generally needs to include certain key pieces of information to ensure that the expense is legitimate, related to business activities, and falls within company policies and tax regulations. While specifics can vary by country and company policy, the following elements are commonly required on an invoice:

  1. Vendor Information: The name, address, and contact details of the vendor or service provider issuing the invoice.

  2. Date: The date when the invoice was issued. Some companies may also require the date the service was provided or the goods were purchased if different from the invoice date.

  3. Invoice Number: A unique identifier for the invoice to help track it and prevent duplicate reimbursements.

  4. Description of Goods or Services: A detailed description of the goods purchased or the services provided. This should be specific enough to verify that the expense is business-related.

  5. Quantity and Price: For goods or services that are quantifiable, the quantity and price per unit should be listed.

  6. Total Amount: The total amount charged, including a breakdown of taxes (such as VAT, GST, or sales tax) if applicable.

  7. Buyer Information: Information identifying the purchaser or the employee who made the expense, if not already clear from the context.

  8. Payment Information: Details on how the payment was made or is to be made, including terms of payment if relevant.

  9. Currency: The currency in which the transaction was conducted, especially important for international expenses.

  10. Tax Identification Numbers: Depending on the country, tax identification numbers for both the vendor and the purchaser (the company, not the individual employee) may be required for tax purposes.

It's important to note that specific requirements can vary depending on local laws. If you have any questions about specific countries, please review the "Country Information" on the Help Center or reach out to our support team.

Additionally, employees can consult with their direct manager for specific guidelines on what is required for an expense to be reimbursed, as adherence to internal policies and local regulatory requirements is crucial for the smooth processing of expense claims.

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