The Subcontractor Invoice is a essential business document used in Hong Kong's commercial landscape where subcontracting arrangements are common across multiple industries. This document is specifically designed to comply with Hong Kong's legal framework, including the Business Registration Ordinance, Inland Revenue Ordinance, and relevant industry-specific regulations. It serves as both a payment request and a legal record of services provided, materials supplied, or work completed by a subcontractor. The invoice must be structured to include all mandatory elements required by Hong Kong authorities while providing sufficient detail for proper project accounting and cost allocation. It's particularly crucial in scenarios where multiple subcontractors are involved in larger projects, requiring clear documentation for payment processing, tax purposes, and project management tracking.
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1. Invoice Header: Contains invoice number, date, and business registration details of both parties
2. Client Information: Full legal name, address, and contact details of the client/main contractor
3. Subcontractor Information: Full legal name, address, business registration number, and contact details of the subcontractor
4. Project Details: Project name, reference numbers, and location of work performed
5. Service Description: Detailed breakdown of services provided, including dates and quantities
6. Amount Details: Itemized list of charges, subtotal, any applicable taxes, and total amount due
7. Payment Terms: Due date, payment method, and bank account details
8. Invoice Declaration: Statement confirming the accuracy of the invoice and compliance with relevant regulations
1. Purchase Order Reference: Include when the work was performed under a specific purchase order
2. Contract Reference: Include when referencing a master contract or specific agreement
3. Time Sheet Summary: Include when billing is based on time and materials
4. Progress Payment Details: Include for staged payments in longer projects
5. Variation Orders: Include when billing for approved changes or additional work
6. Retention Details: Include when part of the payment is subject to retention
7. Tax Treatment Declaration: Include when special tax considerations apply
8. Safety Compliance Statement: Include for construction or high-risk work
1. Detailed Time Records: Breakdown of hours worked by date and task
2. Materials Schedule: Itemized list of materials used with costs
3. Completion Certificates: Copies of work completion certificates or client approvals
4. Progress Photos: Visual documentation of completed work
5. Quality Inspection Reports: Reports confirming work meets required standards
6. Variation Order Documents: Copies of approved variation orders being billed
7. Subcontractor Declarations: Required statutory declarations or certifications
Authors
Relevant legal definitions
Clauses
Relevant Industries
Construction
Engineering
Information Technology
Manufacturing
Professional Services
Real Estate Development
Interior Design
Facilities Management
Telecommunications
Energy and Utilities
Relevant Teams
Finance
Accounts Payable
Procurement
Operations
Project Management
Commercial
Contract Administration
Quantity Surveying
Site Operations
Legal
Relevant Roles
Project Manager
Finance Manager
Accounts Payable Clerk
Procurement Officer
Contract Administrator
Quantity Surveyor
Financial Controller
Operations Manager
Site Supervisor
Accounts Manager
Project Accountant
Commercial Manager
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