A Sponsorship Invoice is a crucial document used in Belgian business relationships to formalize the financial aspect of sponsorship arrangements. It is typically issued after sponsorship services have been provided or at agreed-upon intervals during ongoing sponsorship activities. The document must comply with Belgian fiscal legislation, particularly regarding VAT and corporate taxation. This invoice type needs to include specific elements required by Belgian law, such as company identification numbers, VAT details, and clear service descriptions. It serves multiple purposes: requesting payment for sponsorship services, providing tax documentation, and maintaining proper financial records. The timing of a Sponsorship Invoice usually aligns with the terms specified in the underlying sponsorship agreement, and it forms an essential part of both parties' accounting and tax documentation.
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1. Invoice Header: Company details including business name, address, VAT number, registration number, and contact information of the invoicing party
2. Client Information: Full legal name, address, VAT number, and any reference numbers of the party being invoiced
3. Invoice Details: Invoice number, date of issue, due date, and reference to sponsorship agreement
4. Service Description: Detailed description of sponsorship services provided, including period covered and any specific deliverables
5. Financial Information: Amount(s), VAT rate applied, VAT amount, and total amount due, all clearly itemized
6. Payment Instructions: Bank account details, payment reference, and any specific payment terms or conditions
7. Legal Notices: Required legal statements, including late payment terms as per Belgian law
1. Purchase Order Reference: Include when the client has provided a PO number or when required by client's procurement process
2. Delivery Address: Include when the billing address differs from the delivery/implementation address of sponsorship activities
3. Special VAT Clauses: Include when specific VAT rules apply (e.g., reverse charge mechanism)
4. Currency Exchange Information: Include when invoice is in a currency other than EUR
5. Discount Information: Include when any discounts or special pricing arrangements apply
1. Sponsorship Service Detail: Detailed breakdown of sponsorship services delivered, with dates and specifications
2. Time Sheet: If sponsorship services are time-based, include detailed time tracking
3. Proof of Delivery: Documentation showing delivery of sponsorship services (e.g., photos, screenshots, reports)
4. Rate Card: Breakdown of rates and quantities if multiple services or rates are involved
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