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805307 type Article infopages.
805307 subject "https://stad.gent/en/city-governance-organisation" infopages.
805307 description "Invoicing to the City of Ghent, OCMW Ghent, AG Arts & Heritage, Police Zone Ghent, Firebrigade zone and IT partner District09." infopages.
805307 identifier "805307" infopages.
805307 inLanguage "en" infopages.
805307 keywords "financiën" infopages.
805307 name "How to invoice" infopages.
805307 url how-invoice infopages.
805307 dateModified "2026-01-09T14:44:38+00:00" infopages.
805307 datePublished "2020-09-18T12:13:47+00:00" infopages.
805307 sourceOrganization 6a0f6253-f689-e111-a140-0050569826fc infopages.
805307 articleBody " <div class="paragraph paragraph--type--table-of-contents paragraph--view-mode--full"> <nav class="table-of-contents" aria-labelledby="table-of-contents-header"> <div class="content-container"> <h4 id="table-of-contents-header">On this page</h4> <ul class="three-column"> <li><a href="/en/lod/infopages#why-e-invoicing">Why e-invoicing?</a></li> <li><a href="/en/lod/infopages#what-is-an-e-invoice">What is an E-invoice?</a></li> <li><a href="/en/lod/infopages#how-to-submit-an-e-incoive">How to submit an e-incoive</a></li> <li><a href="/en/lod/infopages#requirements-for-your-einvoice">Requirements for your e‑invoice</a></li> <li><a href="/en/lod/infopages#invoicing-by-e-mail">Invoicing by e-mail</a></li> <li><a href="/en/lod/infopages#expense-notes">Expense notes</a></li> <li><a href="/en/lod/infopages#purchase-orders">Purchase orders</a></li> <li><a href="/en/lod/infopages#data-protection-gdpr">Data protection (GDPR)</a></li> <li><a href="/en/lod/infopages#general-invoicing-data">General invoicing data</a></li> </ul> </div> </nav> </div> <div class="paragraph paragraph--type--text paragraph--view-mode--full"> E‑invoicing has been mandatory for invoicing public authorities and local governments since 2023 (Royal Decree “E‑invoicing” of 9 March 2022). Since 2026, the obligation also applies between Belgian companies.This applies to all invoices sent to all entities of Groep Gent (City of Ghent, OCMW Ghent, AG Kunsten en Erfgoed, Police Zone Ghent, Emergency Response Zone Ghent, and District09). If an invoice is sent on paper or as a PDF via e‑mail, we are required to refuse it.<h2>Why e-invoicing?<a class="ck-anchor" id="why-e-invoicing"></a></h2>E‑invoicing has several advantages: <ul><li>Faster and easier processing → time savings</li><li>Faster payment for you as a supplier</li><li>More secure: fewer errors, less risk of fraud, no lost documents</li><li>No costs for paper, envelopes or postage</li><li>Environmentally friendly</li></ul>This obligation is also a valuable opportunity for your company to fully digitise your invoicing process.<h2>What is an E-invoice?<a class="ck-anchor" id="what-is-an-e-invoice"></a></h2>An e‑invoice is an invoice that is created and sent electronically via Peppol, an international network for safe and reliable exchange of business documents. Anyone with an enterprise number can use Peppol.More information: <a href="https://efactuur.belgium.be " data-entity-type="external">efactuur.belgium.be </a><h2>How to submit an e-incoive<a class="ck-anchor" id="how-to-submit-an-e-incoive"></a></h2>There are solutions suited to every type of supplier. Do you use an ERP system? Accounting or invoicing software? Or are you currently making invoices in Word or Excel?<ul><li>Follow the <a href="https://einvoice.belgium.be/sites/default/files/step-by-step-guide.pdf" data-entity-type="external">step‑by‑step guide on efactuur.belgium.be</a>. It directs you to the most suitable solution for your situation. You will also find a list of compatible software and apps — some paid, others free.</li><li>Do you send very few invoices? Then you can use the Mercurius portal.</li><li>Are you incurring costs to set up e‑invoicing? You may be eligible for a 120% increased tax deduction. Check the conditions on the VLAIO website.</li></ul><h2>Requirements for your e‑invoice<a class="ck-anchor" id="requirements-for-your-einvoice"></a></h2><h3>Formal requirements (VAT legislation)</h3>If you have a VAT number, the following must be included:<ul><li>Correct VAT rate (e.g. reverse charge, small business scheme, exemption art. 44)</li><li>VAT number of the supplier</li><li>VAT or enterprise number of the relevant Groep Gent entity</li><li>IBAN of the supplier</li><li>Purchase order number (via orderreference)</li><li>Clear description + date of the delivered goods or services</li><li>It is recommended to add a 'readable' PDF attachment of the invoice</li></ul>Send one separate invoice per purchase order.<h3>Business rules and technical requirements</h3>Consult our <a href="/sites/default/files/media/documents/Peppol%20Stad%20Gent%20Business%20Rules%20-%20EN.pdf" data-entity-type="media" data-entity-uuid="b26ff6fc-1cef-4e15-b453-81bed77c1faf" data-entity-substitution="media" title="Business rules e-invoicing">business rules</a> for the main guidelines on required invoice fields. This helps you avoid errors or recurring issues.<h3>Technical support</h3>Always contact the helpdesk of the tool or software you are using (for error messages, coupling issues, delivery status, etc.). We can only verify whether an e‑invoice was received or not.<h2>Invoicing by e-mail<a class="ck-anchor" id="invoicing-by-e-mail"></a></h2>You may only invoice by e-mail in the following exceptional cases:<ul><li>You invoice from a legal entity without an enterprise number (Note: an enterprise number ≠ a VAT number.)</li><li>You invoice outside a public procurement contract, such as rent, taxes or levies.</li><li>You are a non‑EU supplier who cannot use Peppol.</li></ul>If you qualify:Send your request and the e‑mail address from which you will invoice to <a href="mailto:factuurinfo@stad.gent">factuurinfo@stad.gent</a>. Once approved, you may send invoices as PDF via e‑mail.<h2>Expense notes<a class="ck-anchor" id="expense-notes"></a></h2>Only for suppliers without an enterprise number (natural persons). Include at least the following information:<ul><li>Name</li><li>Address</li><li>IBAN</li><li>Date of issue</li><li>Description + date of the service or delivery</li><li>Delivery address or the commissioning department</li><li>Amount</li></ul>Send your expense note directly to the department or contact person who issued the assignment.<h2>Purchase orders<a class="ck-anchor" id="purchase-orders"></a></h2>An agreement with the City of Ghent is only valid once you have received a purchase order, closing letter, or signed contract.<ol><li>Send your enterprise number and e‑mail address to <a href="mailto:cel.derden@stad.gent">cel.derden@stad.gent</a></li><li>After approval, you will receive the purchase order digitally</li><li>Always wait for the purchase order before delivering goods, performing services, or starting work</li></ol><h2>Data protection (GDPR)<a class="ck-anchor" id="data-protection-gdpr"></a></h2>Group Gent processes your data in accordance with GDPR legislation. You have the right to access and correct your data via <a href="mailto:cel.derden@stad.gent">cel.derden@stad.gent</a>. </div> <div class="paragraph paragraph--type--text paragraph--view-mode--full"> <h2><a class="ck-anchor" id="general-invoicing-data"></a>General invoicing data of our entities</h2><table><thead><tr><th>Business name VAT or CBE number</th><th>Invoicing address / registered office & email</th></tr></thead><tbody><tr><td>Municipal administration of GhentBE 0207.451.227</td><td>Botermarkt 1 9000 Ghent<a href="mailto:factuurinfo@stad.gent">factuurinfo@stad.gent</a> </td></tr><tr><td>OCMW GhentBE 0212.214.125</td><td>Onderbergen 86 9000 Ghent <a href="mailto:financien.ANK@stad.gent">financien.ANK@stad.gent</a> </td></tr><tr><td>Police Zone GhentKBO 0862.897.944</td><td>Botermarkt 1 9000 Ghent<a href="mailto:fin.hulpdiensten@stad.gent">fin.hulpdiensten@stad.gent</a> </td></tr><tr><td>Emergency Response Zone Centrum (Firebrigade zone) BE 0500.927.497</td><td>Roggestraat 70 9000 Ghent<a href="mailto:fin.hulpdiensten@stad.gent">fin.hulpdiensten@stad.gent</a> </td></tr><tr><td>AG Arts & HeritageBE 0537.520.055</td><td>Botermarkt 1 9000 Ghent<a href="mailto:finmusea@stad.gent">finmusea@stad.gent</a> </td></tr><tr><td>District 09BE 0749.998.654</td><td>Botermarkt 1 9000 Ghent<a href="mailto:facturen@district09.gent">facturen@district09.gent</a> </td></tr></tbody></table> </div> " infopages.
805307 page 805307 infopages.
805307 articleSection "City governance & organisation" infopages.