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Project Invoice

Project Invoice Template for Hong Kong

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Key Requirements PROMPT example:

Project Invoice

"I need a Project Invoice for IT consulting services provided to a Hong Kong-based fintech company, including milestone payments for a three-phase software development project completing in March 2025, with detailed time tracking and resource allocation breakdowns."

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Document background
A Project Invoice is essential for businesses operating in Hong Kong that provide project-based services or deliverables. This document type is used when billing clients for completed project work, milestone achievements, or project-related services. It must comply with Hong Kong's tax regulations and commercial laws, particularly the Inland Revenue Ordinance and Electronic Transactions Ordinance. The invoice includes detailed project information, payment terms, tax calculations, and company details, serving as both a payment request and an official record for accounting and tax purposes. It's particularly important for maintaining clear financial records and ensuring proper documentation of project-related transactions in Hong Kong's business environment.
Suggested Sections

1. Invoice Header: Company logo, invoice number, date of issue, and 'Tax Invoice' designation if applicable

2. Company Information: Legal business name, address, contact details, business registration number, and bank details

3. Client Information: Client's legal name, billing address, and contact details

4. Project Details: Project name/reference number, brief description of work completed

5. Payment Summary: Subtotal, applicable taxes, total amount due, and payment currency

6. Payment Terms: Due date, accepted payment methods, and late payment penalties

7. Declaration: Statement confirming the invoice is a true and accurate record of services rendered

Optional Sections

1. Purchase Order Reference: Include when client has provided a PO number or when required by client's procurement process

2. Contract Reference: Reference to master service agreement or project contract when applicable

3. Milestone Details: For phased projects, include specific milestone completion details

4. Time Sheet Summary: When billing is time-based, include breakdown of hours worked

5. Special Instructions: Any specific billing or payment instructions required by the client

6. Tax Exemption Details: When client has special tax status or exemptions

Suggested Schedules

1. Detailed Work Breakdown: Itemized list of tasks completed, quantities, rates, and amounts

2. Time Records: Detailed time sheets if billing is based on time and materials

3. Materials Schedule: Itemized list of materials used if billing includes materials

4. Supporting Documents: Relevant delivery notes, completion certificates, or approval documents

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Information Technology

Construction

Professional Services

Consulting

Engineering

Architecture

Digital Marketing

Manufacturing

Research and Development

Education and Training

Environmental Services

Business Process Outsourcing

Relevant Teams

Finance

Accounts Receivable

Project Management

Operations

Administration

Legal

Client Services

Billing

Treasury

Commercial

Relevant Roles

Finance Manager

Project Manager

Accounts Receivable Specialist

Financial Controller

Business Development Manager

Account Manager

Project Coordinator

Billing Coordinator

Finance Director

Operations Manager

Contract Administrator

Chief Financial Officer

Industries
Sale of Goods Ordinance (Cap. 26): Governs contracts relating to the sale of goods and services, including requirements for valid commercial transactions
Inland Revenue Ordinance (Cap. 112): Specifies requirements for tax invoices and necessary information that must be included for tax purposes
Electronic Transactions Ordinance (Cap. 553): Regulates electronic records and signatures, relevant if the invoice is issued electronically
Business Records Keeping Ordinance: Mandates requirements for maintaining business records, including invoices, for a specified period
Supply of Services (Implied Terms) Ordinance (Cap. 457): Provides framework for contracts involving supply of services, including implied terms relevant to project work
Late Payment of Commercial Debts Ordinance: Governs payment terms and interest on late payments in commercial transactions
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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