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What additional information should my customer invoice 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, an SME, or a large corporation, here are the mandatory and optional details to include in your invoices.

💡 If you wish to add specific information but no field is provided, you can use the text areas labeled 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 mentions

🪪 Seller's Identity (You)

  • Legal Name: Your official company name (or First/Last name for sole traders) as registered with the CBE.
  • Registered Office Address: The legal address of your business.
  • Enterprise and VAT Number: Your unique 10-digit identification number. For VAT-registered businesses, it must be preceded by "BE" (e.g., BE 0123.456.789).
  • RPR/RPM and Court: The mention "RPR" (in Dutch) or "RPM" (in French) followed by the seat of the enterprise court where your company is registered.
  • Bank Details: Your IBAN and BIC code to facilitate payments.

👤 Client's Information

  • Name and Full Address: The legal name and registered office address of your client.
  • Client's VAT Number: Mandatory for any invoice sent to a professional (B2B) registered for VAT.

📄 Transaction Details

  • Invoice Number: Must follow a unique, chronological, and continuous numbering sequence.
  • Dates: Invoice issue date and the date of delivery of goods or completion of services.
  • Description: Precise quantity and nature of the goods delivered or services rendered.
  • Pricing and VAT: Unit price excluding VAT, the applicable VAT rate, the total VAT amount due, and the total including VAT (TTC).

 

2. Specific mentions and CBE Extracts

Your invoicing identity must exactly match your CBE Extract (Crossroads Bank for Enterprises). Ensure that your registered NACE-BEL codes cover the activity you are invoicing. You can verify your data on the official CBE website.

VAT Exemption Regimes

If you do not charge VAT, you must explicitly state the legal basis:

  • Small Businesses: "Special exemption scheme for small businesses" (Art. 56bis of the VAT Code).
  • Intra-Community Deliveries: "Exempt from VAT according to Article 39bis of the VAT Code".
  • Reverse Charge: Mention "Reverse charge" (where the customer is liable for the tax).

 

3. Payment terms and penalties

  • Payment Deadline: If not specified, the legal deadline in Belgium is 30 days.
  • Fixed Indemnity: For late B2B payments, a fixed sum of €40 is legally due for recovery costs (Law of 02/08/2002).
  • Late Payment Interest: Specify the applicable rate (usually the statutory rate for commercial transactions).

 

🎉 Ready to go? Double-check your information, click Create Invoice, and send it to your client.

This article is provided for informational purposes. Qonto cannot be held responsible for non-compliant invoices. We recommend consulting an accountant to verify the specific mentions required for your business activity.