The Time and Material Invoice is a crucial billing document used when services are charged based on actual time spent and materials consumed, rather than a fixed price. This document type is particularly relevant for professional services, consulting, and project-based work where the scope may vary. Designed to comply with Belgian federal law and EU regulations, it includes mandatory elements such as VAT details, company identification information, and specific payment terms as required by Belgian legislation. The invoice must meet strict requirements under the Belgian VAT Code and Economic Law Code, making it essential for businesses operating in Belgium or providing services to Belgian clients. This document type is commonly used when the exact scope of work cannot be predetermined or when flexibility in billing actual costs is needed.
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1. Invoice Header: Contains mandatory company information including business name, address, VAT number, and registration details for both parties
2. Invoice Number and Date: Unique invoice identifier and issue date, plus any relevant reference numbers
3. Service Period: The period during which the services were rendered or materials supplied
4. Description of Services: Detailed breakdown of professional services rendered, including personnel names, roles, and hours worked
5. Materials and Expenses: Itemized list of materials used and expenses incurred, with unit prices and quantities
6. Rate Information: Applicable hourly rates for different service categories or personnel levels
7. Calculation Details: Subtotals for time charges and materials, showing calculations and totals before tax
8. VAT Details: VAT rate(s) applied, VAT amount(s), and total amount including VAT
9. Payment Terms: Payment deadline, accepted payment methods, and bank account details
10. Legal Notices: Required legal statements and notices under Belgian law
1. Purchase Order Reference: Include when the client has provided a PO number or when required by client's procurement process
2. Project Reference: When the work relates to a specific project or contract number
3. Special Payment Instructions: Include when there are specific payment arrangements or requirements
4. Currency Exchange Information: Required when billing in a currency other than EUR, showing exchange rates and calculation basis
5. Discount Terms: Include when early payment or other discounts are offered
6. Intrastat Information: Required for EU cross-border transactions when applicable
1. Time Sheet Details: Detailed breakdown of time spent by each person, including dates, activities, and hours
2. Materials Breakdown: Detailed list of materials with specifications, quantities, and unit prices
3. Expense Receipts: Copies of receipts for claimed expenses and materials
4. Service Agreement Reference: Reference to the underlying service agreement or contract rates
5. Work Completion Certificates: Any client signatures or approvals for completed work
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