A Project Invoice is a specialized billing document used in Belgian business contexts when charging clients for project-based work or services. It combines standard invoice requirements under Belgian law with project-specific details such as milestone completions, deliverables, or time-based services. This document type is essential for businesses operating in Belgium as it must comply with strict VAT regulations, the Belgian Civil Code, and the Law on Late Payments in Commercial Transactions. The Project Invoice serves multiple purposes: it acts as a formal payment request, provides detailed project progress documentation, and serves as an official record for tax and accounting purposes. It should be used whenever billing for defined project work rather than recurring services or product sales, and must include all mandatory elements required by Belgian legislation while clearly linking the charges to specific project components or achievements.
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1. Invoice Header: Company details including legal name, address, VAT number, registration numbers, and contact information of the issuing party
2. Client Information: Complete details of the client including legal name, billing address, VAT number, and any reference numbers
3. Invoice Details: Invoice number, date of issue, due date, and any purchase order references
4. Project Information: Project name, reference number, and period of work covered by the invoice
5. Service Description: Clear description of services rendered or deliverables completed as part of the project
6. Financial Summary: Breakdown of charges, subtotal, VAT amount, and total amount due
7. Payment Terms: Payment deadline, accepted payment methods, and bank account details
8. Legal Notices: Mandatory legal statements including VAT declarations and late payment terms as per Belgian law
1. Milestone Achievement: For milestone-based billing, details of specific project milestones completed
2. Time Sheet Summary: For time-and-materials projects, summary of hours worked by resource type
3. Currency Exchange: For international clients, include exchange rate information and equivalent amounts
4. Discount Information: If applicable, details of any discounts or special pricing arrangements
5. Special Terms: Any project-specific terms or conditions that affect billing
6. Previous Balance: For ongoing projects, summary of previous invoices and payments
1. Detailed Time Sheet: Breakdown of hours worked by individual team members, dates, and activities
2. Expense Details: Itemized list of reimbursable expenses with supporting documentation
3. Deliverables List: Detailed list of completed deliverables referenced in the invoice
4. Rate Card: Applicable rates for different service categories or resource types
5. Project Progress Report: Summary of project progress and status related to billed items
Relevant legal definitions
Clauses
Relevant Industries
Information Technology
Management Consulting
Construction
Engineering
Professional Services
Architecture
Creative Industries
Research and Development
Environmental Services
Manufacturing
Telecommunications
Education and Training
Relevant Teams
Finance
Accounting
Project Management Office
Operations
Business Development
Client Services
Legal
Administration
Billing
Accounts Receivable
Relevant Roles
Project Manager
Financial Controller
Accounts Receivable Specialist
Billing Coordinator
Finance Director
Project Accountant
Business Development Manager
Account Manager
Operations Director
Contract Administrator
Chief Financial Officer
Accounting Manager
Project Controller
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