The Equipment Rental Invoice is a crucial document in Belgian business operations, used whenever equipment is rented to businesses or individuals. This document serves multiple purposes: it acts as a formal bill for payment, a VAT document for tax purposes, and a record of the rental transaction. The invoice must comply with Belgian VAT Code (Code de la TVA/BTW-Wetboek) and the Belgian Economic Law Code, particularly regarding mandatory content requirements and VAT calculations. It's essential for both the lessor's accounting and the lessee's record-keeping, potentially serving as supporting documentation for tax deductions. The document should be issued promptly after the rental period begins or ends, depending on the agreement terms, and must include all legally required elements such as unique invoice numbers, VAT numbers, and complete company details.
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1. Invoice Header: Company details including name, address, VAT number, and registration numbers of the lessor
2. Customer Information: Full details of the customer/lessee including name, address, VAT number (if applicable), and customer reference number
3. Invoice Details: Invoice number, date of issue, and payment terms as required by Belgian law
4. Equipment Description: Detailed description of rented equipment including model numbers, serial numbers, and quantity
5. Rental Period: Clear specification of the rental period with start and end dates
6. Rate Calculation: Breakdown of rental rates, duration, and calculation of charges
7. VAT Breakdown: Detailed VAT calculation and rate applied as required by Belgian tax law
8. Payment Information: Bank account details, payment methods accepted, and payment deadline
9. Total Amount: Clear presentation of subtotal, VAT, and total amount due in EUR
1. Delivery Details: Include when equipment delivery/collection is part of the service, showing addresses and dates
2. Insurance Coverage: Include when specific insurance arrangements are part of the rental charge
3. Discount Information: Include when any special discounts or promotional rates are applied
4. Special Conditions: Include when there are specific usage conditions or restrictions that affect the pricing
5. Purchase Order Reference: Include when the rental was based on a customer purchase order
6. Project Reference: Include when the rental is associated with a specific project or cost center
1. Equipment Condition Report: Detailed documentation of equipment condition at time of rental
2. Usage Log: If billing is based on usage, attach detailed usage records
3. Delivery Note: If applicable, attach signed delivery and collection documentation
4. Rate Card: Detailed breakdown of standard rates and any special rates applied
5. Terms and Conditions: Standard rental terms and conditions referenced in the invoice
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