The Balance Invoice is a specialized financial document used in Dutch commercial transactions to provide a final settlement between parties. It is typically issued at the completion of a project, end of a contract period, or when closing out a commercial relationship. The document consolidates all previous invoicing, includes any adjustments or variations, and establishes the final amount due. A Balance Invoice must comply with Dutch invoicing requirements, including proper VAT treatment and mandatory invoice elements as specified in Dutch tax law. This document type is particularly important in complex commercial relationships where multiple interim invoices have been issued, or where adjustments to previous invoices are needed. It serves as both a financial reconciliation tool and a legal document that can help prevent future disputes about payment obligations.
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1. Invoice Header: Contains mandatory business information including company details, invoice number, date, and VAT number
2. Client Information: Complete details of the client including legal name, address, VAT number, and reference numbers
3. Project/Service Reference: Clear identification of the project, contract, or service period being balanced
4. Previous Invoices Summary: List of all previous invoices issued with their numbers, dates, and amounts
5. Balance Calculation: Detailed calculation showing total contract value, previously invoiced amounts, and remaining balance
6. Current Invoice Details: Specification of the final balance amount, including any adjustments or corrections
7. VAT Breakdown: Detailed breakdown of VAT calculations for the balance amount
8. Payment Terms: Specific payment terms including due date, payment method, and bank details
9. Legal Notices: Required legal statements and references to applicable terms and conditions
1. Currency Exchange Information: Include when dealing with multiple currencies, showing exchange rates and date of conversion
2. Retention Release: Include when the balance invoice includes release of previously retained amounts
3. Price Adjustments: Include when there are agreed price adjustments or variations to be settled
4. Dispute Resolution Notice: Include when there's a history of payment disputes or specific dispute resolution terms
5. Tax Reverse Charge Notice: Include when applying VAT reverse charge mechanism for international transactions
1. Detailed Calculation Sheet: Detailed breakdown of all calculations leading to the final balance amount
2. Previous Invoices Log: Complete log of all previous invoices with their status and payment dates
3. Contract Variations List: List of all approved variations or changes affecting the final balance
4. Supporting Documentation: Any relevant delivery notes, acceptance certificates, or approval documents
5. Payment History: Complete record of all payments received against previous invoices
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