A Private Invoice is a fundamental business document used in Belgian commercial transactions for requesting payment for goods or services. It must comply with Belgian federal legislation, particularly the VAT Code (Code de la TVA/BTW-Wetboek) and the Belgian Accounting Law. This document type is essential for businesses operating in Belgium, as it serves multiple purposes: documenting commercial transactions, supporting VAT declarations, maintaining accounting records, and establishing legal proof of business activities. The Private Invoice must include specific elements mandated by Belgian law, such as the enterprise number (BCE/KBO), VAT identification numbers, and prescribed payment terms. It's a critical tool for business operations, tax compliance, and financial record-keeping in the Belgian market.
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1. Invoice Header: Company logo, invoice number, date of issue, and document type identification
2. Seller Information: Legal business name, address, VAT number, enterprise number (BCE/KBO), contact details, and bank account information
3. Customer Information: Client's legal name, billing address, VAT number (if applicable), and customer reference number
4. Invoice Details: Description of goods/services, quantities, unit prices, and delivery date or service period
5. Calculation: Subtotal, VAT rates and amounts, any discounts, and total amount due in EUR
6. Payment Information: Payment terms, due date, accepted payment methods, and bank account details
7. Legal Notices: Mandatory legal mentions including late payment terms and applicable VAT exemptions if relevant
1. Purchase Order Reference: Include when the invoice relates to a specific purchase order or contract
2. Delivery Information: Add when shipping details or delivery addresses differ from billing address
3. Special Instructions: Include any specific handling, delivery, or payment instructions when necessary
4. Discount Terms: When early payment or volume discounts apply
5. Currency Information: Include when transaction involves foreign currencies, showing exchange rates and equivalent amounts
6. Contact Person: Specific contact details when dealing with large organizations or complex projects
1. Detailed Breakdown: Itemized list of products/services when too extensive for main invoice
2. Time Sheets: For service-based invoices where time tracking details are required
3. Supporting Documentation: Delivery notes, work completion certificates, or other relevant supporting documents
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