Invoicing

Regarding the data that is needed in the expense request, OCE docs state that a receipt (attach a PDF or a photo) needs to include the following information:

  • an amount equal to the amount requested

  • the identification of the vendor (name, address, tax number…)

  • the nature of the expense

  • tax information (VAT rate)

Order confirmation, proforma invoices, card slips and bank statements alone are not valid receipts.

To read more about the approval process, see expenditures.

What do I need to get paid for work within postmarketOS?

To get paid for some work in postmarketOS, first make sure the Board knows about the work you are doing, to avoid issues with the work not being approved afterwards. Once you know the work can be paid for, and have executed the project, send an invoice with the following requirements:

  • The invoice should have a valid format. An example invoice template is available for access by the team, ask the core team for more information.

  • The invoice should be addressed to the name and address of one of the Open Collective admins. Depending on your country of residence and tax status it might be better to invoice to somebody inside or outside the EU. Please ask us to get further information.

  • If you are invoicing from a country with VAT or similar tax (like HST and friends in Canada), the invoice must be charged with VAT, and the supplier (the person or entity getting paid for the work) must be registered and pay it to the corresponding tax authorities. This is a requirement, unless a valid exemption exists. Current exemptions we have used so far:

    • If living in Canada, and have invoiced less than 30.000 CAD in the last tax year, the person can adhere to the “small supplier” exemption: VAT (HST/GST/QST) exemption according to section 240 (1) (a) of the Excise Tax Act. The supplier confirms to be a small supplier exempt from registration for VAT collection.

    • If billing for an EU company with small income in EU countries other than where it is registered, registration for VAT collection might not be necessary, but you must ask for an exemption number to your relevant tax authority. In such case: This invoice is issued under the EU VAT scheme for small enterprises as defined in Directive 2006/112/EC Article 284(1), as amended by Directive (EU) 2020/285. The supply is exempt from VAT. The supplier is registered under the scheme and does not exceed the applicable turnover thresholds. Exemption ID: .

  • If the invoice is to be paid directly to your personal bank account, you can just upload the invoice to Open Collective. If the invoice is to be paid to a third-party (e.g: a company you work for), then the invoice has to be sent to Open Collective Europe manually for them to create a vendor. This can be done by any of the collective admins, so please follow up with them.