To process an expense reimbursement, invoices and receipts must include certain information to confirm that the expense is valid, business related, and compliant with company policies and local regulations.
Requirements may vary depending on the country, expense type, and local tax laws, but the following information is commonly required on a valid invoice.
Required Information on a Valid Invoice
Vendor Information
The invoice should include the vendor or service provider’s:
Company or business name
Address
Contact information
Invoice Date
The invoice must show the date it was issued.
In some cases, the purchase date or service date may also be required if different from the invoice date.
Invoice Number
A unique invoice or receipt number should be included to help identify the transaction and prevent duplicate reimbursements.
Description of Goods or Services
The invoice should clearly describe:
The goods purchased
The services provided
The description should be detailed enough to confirm the expense is business related.
Quantity and Price
Where applicable, the invoice should include:
Quantity purchased
Unit price
Individual item costs
Total Amount
The total amount charged must be clearly displayed.
If applicable, the invoice should also include a breakdown of taxes such as:
VAT
GST
Sales tax
Buyer or Employee Information
It is important to use the officially registered entity name, Tax ID, and address on the invoice to ensure compliance with company policies and local regulations.
Where required, the invoice should identify:
The employee making the purchase
The purchasing company
Payment Information
The invoice may also need to show:
Payment method
Payment confirmation
Payment terms where relevant
Currency
For international expenses, the invoice should clearly state the transaction currency.
Additionally, for cross-border expenses, ensure that the invoice currency and entity details align with the country of purchase.
Tax Identification Numbers
Depending on local regulations, tax identification numbers for the vendor and/or company may also be required.
Ensure that the vendor's or company's Tax ID is accurate and matches the relevant legal entity to comply with local tax regulations.
Important Country Specific Requirements
Mexico
Invoices for international travel expenses must use the Mexico entity name, Horizons GT Mexico S. de RL de CV, and comply with the Expense Reimbursement policy in Mexico. Additionally, reimbursements in Mexico must be processed through payroll and grossed up to account for statutory taxes and contributions, ensuring compliance with Mexican tax laws.
Germany
For training expenses, invoices should list Horizons as the buyer, using the full entity name and address as stated in the employee’s employment agreement. This ensures compliance with local invoicing requirements.
Vietnam/China
In cases where a China-issued invoice cannot list the Vietnamese company name, alternative receipts are acceptable for reimbursement. These receipts must clearly display the date, amount, and purchase details.
China Entity Transition
During transitions between legal entities, such as from the Shanghai entity to the Jiangsu entity, invoices issued under the old entity name can still be reimbursed if submitted by the specified deadline. For new invoices, use the updated entity details.
Expense reimbursement requirements and valid invoice rules may vary by country due to local tax and labor regulations.
Before submitting expenses, we recommend:
Reviewing your country’s expense reimbursement policy in the Country Information section of the Help Center
Checking with your direct manager for any internal approval requirements
Contacting Remote People for country specific guidance