Depending on whether you are on a Connect or Rise project, the invoicing process on LittleBig is different. In this article, we will look at how it works and what you need to do to ensure that you receive payment for your projects in a timely manner.
Within this article
- Invoicing for a Connect project
- Invoicing for a Rise project
- Keeping your information up to date
- Use Case: Recoverable VAT
Invoicing for a Connect project
In case of a Connect project, LittleBig Connection acts as an intermediary in the contractual and financial relationship. This means that we receive the payment from your Client and then transfer it to you, after deduction of our margin.
By default, we wait for your Client's payment before proceeding with yours (the delay depends on the client: 30, 45, 60 days, etc.) unless you have activated the Immediate payment option.
Tracking the invoicing process
If your billing information is correct, the first step in the process is your Activity Report (AR). Each month, you need to submit your AR, for your Client to validate.
As soon as the Client approves the AR, the invoice is automatically generated (in specimen mode). To access it, go to the Activity Reports/Invoices tab, click on Invoices and you will find it in the Invoices issued for LittleBig tab.
If you have chosen to manually upload your invoices, you will be able to do so at this stage as well, after your Client has validated the AR.
If you do not upload your invoice after your Client has validated the AR, we will not be able to initiate the payment process for your project.
Next, the invoice must be validated by our Finance team. Once this is done, the specimen will be replaced by the validated invoice, which will be downloadable in PDF format. At the same time, it will be sent to your Client and the payment period will start (due date indicated on the invoice).
Then, still on the Invoices issued for LittleBig page, you can follow the status of your invoice and when we receive the payment from your Client, we proceed to yours within 5 to 8 working days.
|If you have activated the Immediate payment option, you will receive your payment within 3 to 5 days after validation of the AR by your Client.|
If you have any questions about your invoices, you can contact our Finance team.
Invoicing for a Rise project
In case of a Rise project, you are in direct relation with your Client. This means that LittleBig Connection does not intervene as an intermediary in the payment of the invoices because the invoicing is managed by your Client directly.
However, an invoice will be issued every quarter concerning the use of the platform and can be sent to you or your Client (you can ask your Client contact what has been decided). In case this invoice is sent to you, you will receive it by email:
- Between April 10th and 15th for the period from January to March
- Between July 10th and 15th for the period from April to June
- Between October 10th and 15th for the period from July to September
- Between January 10th and 15th for the period of October to December
This invoice includes the cost of using the platform for each project during the past quarter (a pro rata is applied for the first and last months of the project). For the moment, we send it to you by email, and you will soon be able to access it on the Invoices page of the Activity Reports/Invoices tab.
Keeping your information up to date
In order to ensure that the invoicing process runs smoothly, it is crucial to have an up-to-date billing profile.
To do so, go to the My details tab and click on Company settings. In the Invoicing details section, make sure you fill in all required fields with up-to-date information: billing details, billing options, tax details, and company bank details. If this information is incorrect or missing, the automatically generated invoices for your Connect projects will also be incorrect, which may delay the receipt of your payments.
|Invoices for your Rise projects are sent to you by email, and you can enter multiple email addresses for these invoices.|
Another important point to take into account is the fact of having a Purchase Order (PO) up to date for each project because the dates and the quantity of Work Units provisioned indicated on this document condition the invoices issued.
For example, if your Client sends you a request for early termination of a project, it is important that you respond. In the event of a refusal, the PO will remain active, but if you agree to an early termination, the PO will be updated with the new end date.
If you do not respond to the early termination request, the ARs after the new end date proposed by the Client in their request, cannot be validated, and the billing process will not be triggered.
Use Case: Recoverable VAT
In France, every company collects the VAT (Value Added Tax) and then pays it to the tax authorities.
When the country of issue (supplier's region) and of receipt (client's region) of the invoice is the same, the taxes of the country in question apply, otherwise they are 0%.
Example: for an invoice issued from France to France, taxes such as VAT will be applied but for an invoice issued from France to Spain, no taxes will be applied.
Moreover, as a microentrepreneur, you may or may not be subject to VAT, i.e. you may or may not have to collect it from your customers and pay it to the State. Depending on your legal status and your turnover, certain thresholds apply. For more information and to find out the current thresholds, visit the tax site.
When your turnover exceeds the mentioned threshold (and it was not the case before), you have to modify the applied VAT. To do so:
The VAT will now be visible and applicable from your next invoice.
If you do not make this change in time, the invoicing process will be slowed down because the invoice will have to be re-issued.
This amount of VAT that you collect when you sell a good or service can then be reduced by an amount of VAT that you can deduct. An example of deductible VAT is the VAT paid when you incur business expenses (meals, tolls, etc. but not transportation or hotel expenses), which you can then report on your VAT declaration.
|The VAT on the expenses added to Activity Reports and reimbursed by clients cannot be deducted.|
|The notion of recoverable VAT on professional expenses is to be checked with an accountant: it is complex, and in many cases, it is not possible to recover the VAT on this type of expenses.
LittleBig Connection does not engage its responsibility on a VAT declarative error or bad accounting; this documentation is for information purpose only in order to explain the functioning of the LittleBig Connection platform and the re-invoicing of the professional expenses for their value including taxes.
- Invoice of a project: 20 days worked with a daily rate of 500€ excl. taxes = 10 000€ excl. taxes with 20% VAT or 12 000€ taxes included
- Professional expenses: 120€ including taxes, of which 20% VAT, i.e. 20€
|Type||Basis||VAT collected||Taxes included||Comments|
|Project||10 000,00||2 000,00||12 000,00||VAT recoverable because service via LittleBig|
|Re-invoicing professional expense||120,00||0,00||120,00||Expense re-invoiced including taxes|
|Professional expense||-100,00||-20,00||-120,00||VAT recoverable as professional expenses are eligible|
|Total||10 020,00||1 980,00||12 000,00|
|Total turnover||10 120,00|