The Expense Invoice (Spesenrechnung) is a crucial document in Austrian business operations, used when employees or contractors need to claim reimbursement for business-related expenses. This document type is specifically designed to comply with Austrian regulatory requirements, including the Umsatzsteuergesetz (VAT Act) and Unternehmensgesetzbuch (Commercial Code). An Expense Invoice typically includes detailed itemization of expenses, attached receipts, VAT calculations where applicable, and various mandatory elements required by Austrian law. It serves multiple purposes: documenting expenses for reimbursement, maintaining accurate financial records for accounting purposes, and ensuring compliance with tax regulations. The document is particularly important for businesses operating in Austria as it helps maintain proper expense documentation for tax deductions and audit purposes.
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1. Header Information: Company logo, document title 'EXPENSE INVOICE' (SPESENRECHNUNG), invoice number, and date
2. Supplier Details: Full legal name, address, tax/VAT number, company registration details, and contact information of the invoice issuer
3. Customer Details: Full name and address of the customer/recipient, their VAT number if applicable
4. Expense Details: Itemized list of expenses including date, description, quantity, unit price, and total amount for each item
5. Summary Calculations: Subtotal of expenses, VAT calculations (if applicable), and total amount due
6. Payment Information: Bank account details, payment terms, due date, and any reference numbers required
7. Legal Notices: Mandatory invoice notices as per Austrian law, including VAT-related statements
1. Purchase Order Reference: Include when the expense relates to a specific purchase order or contract
2. Cost Center Attribution: Add when expenses need to be allocated to specific business units or projects
3. Foreign Currency Information: Include when expenses are in multiple currencies, showing exchange rates and conversion dates
4. Travel Details: Add for travel-related expenses, including journey details and purpose
5. Special VAT Notices: Include for reverse charge mechanism, intra-EU supplies, or other special VAT treatments
1. Receipt Attachments: Copies or scans of original receipts for each expense item
2. Mileage Log: Detailed record of business travel by private vehicle, if applicable
3. Per Diem Calculation: Breakdown of daily allowances for business trips according to Austrian regulations
4. Supporting Documentation: Any additional documents supporting the expense claims (e.g., meeting agendas, attendance lists)
Authors
Relevant legal definitions
Clauses
Relevant Industries
Professional Services
Manufacturing
Retail
Technology
Healthcare
Education
Financial Services
Construction
Transportation and Logistics
Hospitality
Public Sector
Consulting
Non-Profit Organizations
Energy and Utilities
Media and Entertainment
Relevant Teams
Finance
Accounting
Accounts Payable
Administration
Compliance
Tax
Internal Audit
Human Resources
Sales
Business Development
Operations
Relevant Roles
Finance Manager
Accountant
Financial Controller
Expense Administrator
Accounts Payable Specialist
Chief Financial Officer
Business Travel Coordinator
Compliance Officer
Tax Specialist
Audit Manager
Office Administrator
Project Manager
Sales Representative
Business Development Manager
Human Resources Manager
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