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What additional information should my customer quote include?

  • Updated

When creating your customer invoices, it is essential to understand and correctly add the required information to ensure legal compliance in Belgium. Whether you are a sole trader (natural person), an SME, or a large corporation, here is the mandatory and optional information to guide you.

💡 If you wish to add specific information but no field is provided, you can use the text areas titled Header (optional) and Additional notes (optional) at the bottom of the page. The information entered can be saved and reused for your future invoices.

 

1. Common mandatory information

Every invoice in Belgium must include the following mandatory details to be tax-compliant:

🪪 Seller's Identity (You)

  • Legal Name: Your official company name (or First/Last name for sole traders) as it appears on your CBE extract.
  • Registered Office Address: The legal address of your business establishment.
  • Enterprise and VAT Number: Your 10-digit unique identification number. If you are VAT-registered, it must be preceded by "BE" (e.g., BE 0123.456.789).
  • RPR/RPM and Court: The mention "RPR" (Dutch) or "RPM" (French) followed by the seat of the enterprise court corresponding to your registered office (e.g., RPM Brussels).
  • Bank Details: Your IBAN and BIC code (essential for receiving payments).

👤 Customer details

  • Name and Address: The legal name (or first/last name) and the full registered office address of your client.
  • Customer's VAT Number: Mandatory for all professional B2B transactions.

🛍️ Details of the sale or service

  • Description: The precise nature, quantity, and unit price (excluding VAT) of the products or services.
  • VAT Rate: The applicable rate (21%, 12%, 6%, or 0%) for each line item of the invoice.
  • Total Amount: The total excluding tax (net), the total VAT amount, and the total including VAT (gross).

📄 Administrative Information

  • Invoice Number: Must follow a unique, chronological, and continuous numbering sequence (e.g., 2026-001).
  • Key Dates: The invoice issue date and the delivery date (if it differs from the issue date).

 

2. Specific mentions and CBE Extracts

Your invoicing identity must be an exact mirror of your CBE Extract (Crossroads Bank for Enterprises). It is crucial that your registered NACE-BEL codes cover the activity you are invoicing. You can verify your data on the official CBE portal.

VAT Exemption Regimes

If you do not charge VAT, you must explicitly state the legal basis at the bottom of the invoice:

  • Small Business Scheme: "Special tax exemption scheme for small enterprises" (Article 56bis of the VAT Code).
  • Intra-Community Deliveries: "Exempt from VAT under Article 39bis of the VAT Code".
  • Reverse Charge: Mention "Reverse charge" (mandatory if the customer is liable for declaring the VAT).

 

3. Payments, Delays, and Penalties

  • Payment Deadline: Specify the due date. Without mention, the legal Belgian deadline is 30 days.
  • Fixed Indemnity: For B2B late payments, a legal fixed indemnity of €40 is automatically due for recovery costs.
  • Late Payment Interest: You can apply the Belgian statutory interest rate for commercial transactions in case of late payment.

 

🎉 Does your invoice meet Belgian standards? Double-check the calculations, click Create an invoice, and send it directly to your client.

Note: This article is provided for informational purposes. Qonto cannot be held responsible for non-compliant invoices. We recommend consulting your accountant to validate the specifics of your situation.