The Self-Billing Agreement is utilized when a customer wishes to take control of the invoice generation process for goods or services received from their suppliers. This arrangement is particularly beneficial in situations involving regular, high-volume transactions or complex pricing structures that the customer is better positioned to calculate. Under Belgian law, self-billing must comply with specific requirements outlined in the Belgian VAT Code and EU VAT Directive 2006/112/EC. The agreement documents the parties' consent to self-billing, establishes procedures for invoice generation, ensures VAT compliance, and sets out the rights and obligations of both parties. It includes essential elements such as VAT registration details, invoice requirements, payment terms, and dispute resolution procedures, making it a crucial document for maintaining compliant business relationships in Belgium.
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1. Parties: Identification of the supplier (self-billed party) and the customer (billing party), including VAT numbers and legal addresses
2. Background: Context of the agreement and confirmation that parties agree to enter into a self-billing arrangement
3. Definitions: Definitions of key terms used throughout the agreement, including technical and operational terms
4. Scope of Self-Billing: Details of which goods/services are covered by the self-billing arrangement
5. Self-Billing Procedure: Step-by-step process of how self-billing will operate, including timing and documentation requirements
6. VAT Compliance: Specific provisions ensuring compliance with Belgian VAT regulations and EU VAT Directive requirements
7. Obligations of the Customer: Customer's responsibilities in generating invoices and maintaining compliance
8. Obligations of the Supplier: Supplier's responsibilities including acceptance of self-billed invoices and VAT reporting
9. Payment Terms: Terms and conditions for payment, including payment periods and methods
10. Duration and Termination: Period of agreement and circumstances under which it can be terminated
11. Governing Law and Jurisdiction: Confirmation of Belgian law governance and jurisdiction for disputes
1. Electronic Processing: Details of electronic systems and processes when self-billing is conducted electronically
2. Dispute Resolution: Specific procedures for handling disputes about self-billed invoices or payments
3. Force Majeure: Provisions for circumstances beyond parties' control affecting self-billing operations
4. Confidentiality: Terms regarding confidential information when sensitive pricing or business data is involved
5. Data Protection: GDPR compliance provisions when personal data is processed as part of self-billing
6. Group Companies: Extension of agreement to group companies if self-billing applies to multiple entities
1. Schedule 1 - Pricing Schedule: Detailed pricing information, rates, and calculation methods for self-billing
2. Schedule 2 - Technical Requirements: Technical specifications for self-billing systems and processes
3. Schedule 3 - Invoice Format: Template and required content for self-billed invoices
4. Schedule 4 - Contact Details: List of key contacts and departments involved in self-billing process
5. Appendix A - VAT Registration Certificates: Copies of VAT registration certificates for both parties
6. Appendix B - Process Flow Charts: Visual representations of the self-billing process and approval flows
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