# Invoices or Reimbursements?

Source: https://www.opensourceeurope.org/docs/how-it-works/expenses/invoices-or-reimbursements/

Choose the request type before you submit an expense. Use **Reimbursement** if you have already paid. Use **Invoice** when a supplier asks for payment for goods or services.

## Submit your request

1. Choose the matching document checklist below: **Invoice** or **Reimbursement**.
2. Open your Collective on Open Collective and choose **Submit Expense**.
3. Select the type, complete the details, attach the supporting document and choose the payout method.
4. Submit for Collective and OSE review. Follow the [approval and payment guidance](https://www.opensourceeurope.org/docs/how-it-works/expenses/#approval-workflow).

If someone cannot pay the cost first, OSE can pay the supplier directly on a compliant invoice. OSE does not provide advances to individuals. Payment is subject to review and available funds.

For a donation or grant to another organisation, use the [outgoing grants guide](https://www.opensourceeurope.org/docs/how-it-works/expenses/request-a-grant-for-nonprofits-only/). Do not treat it as a supplier invoice.

## Understanding the Difference

When you submit an expense to your Collective, choose the correct type.

## Prepare an invoice

### 1. **Invoice**

Use this to request payment for services or goods you have provided.

* Submitted by freelancers, contractors or companies.
* Used for payment for goods or services. This includes a supplier deposit, but only after OSE has reviewed and agreed to the documents and conditions in advance, and the funds are available.
* Needs a formal invoice that contains:
  * Unique invoice number
  * Full identification (name, address, tax/company number)
  * Detailed description of the service or goods
  * Applicable tax rate and amount. If the tax rate is zero, put a legal reference for the exemption on the invoice itself (e.g., VAT exemption according to the article YY of the law XX).
  * Invoice addressed to the Collective or the person who placed the order, with the appropriate recipient details

> **Danger:** Invoices must be addressed to the Collective or the person who placed the order. OSE acts only as the payer for these purchases. Collectives must not use OSE’s legal name or VAT number to have invoices issued.

***

## Prepare a reimbursement

### 2. **Reimbursement**

Use this when you have paid for something for the Collective with your own money and want to be paid back.

* Submitted by members or contributors of the Collective.
* Used for reimbursement of purchases made for the Collective.
* Needs a valid receipt from the provider that shows:
  * Vendor's name and address
  * Transaction date
  * Description of items or services
  * Amount paid

> **Note:** Order confirmations, proforma invoices, bank or PayPal statements are not valid receipts.

***

## Special Cases

* Partial reimbursements: if you ask for reimbursement of only part of a receipt, highlight the relevant items on the document itself.

> **Tip:** If the breakdown is not obvious, such as a percentage or a split, explain the calculation clearly in your request and attach the supporting receipt. OSE may ask for clarification. A signed and dated note is not required as a rule.

***

## Learn More

For more explanations and tutorials, see:

* [Overview: Submitting Expenses](https://docs.opencollective.com/help/expenses-and-getting-paid/submitting-expenses)
* [Expenses: General Guidance](https://docs.opencollective.com/help/collectives/expenses)

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## Need Help?

If you have questions, [contact us](mailto:home@opensourceeurope.org).

## Documents and review

Reimbursement is refused without an invoice or receipt. A bank statement alone is not enough. See [Expenses](https://www.opensourceeurope.org/docs/how-it-works/expenses/) for the rules on prior spending, submission timing, available funds and payment targets.