How to invoice

The department of finance of the City of Ghent prefers to receive its incoming invoices digitally, for the different companies it services

How to send invoices? | Where to send questions and reminders? | Invoice requirements and legal payment terms | Erroneous payments to City of Ghent

The department of finance of the City of Ghent prefers to receive its incoming invoices digitally, for the different companies it services: City of Ghent, OCMW Ghent, Sociaal Verhuurkantoor Ghent, AG Kunsten en Design, AG Erfgoed, Hulpverleningszone Centrum and Politiezone Ghent.

Electronic invoicing offers benefits: abolishment of costs for paper, envelopes and postal services, reduction of costs and time to make and send invoices, eliminate the risk of invoices getting lost, digital and automated processing, faster payment.

How to send invoices?

E-Invoicing via Mercurius

You send us your invoices via the Mercurius/Magda platform of the Federal en Flemish Government. These e-invoices are electronic invoice messages in a standardized format (XML UBL2.1 format “PEPPOL”).

Increasingly, local governments join this platform and Ghent wishes to be on the forefront of this. This way of invoicing offers several benefits, sometimes combined with e-ordering (purchase orders sent digitally) and facilitates a maximally automated process.
However, this method demands a certain amount of ICT effort. It’s an option to consult the market for available solutions that offer this method as a service, the so-called “service providers” and their applications. As a supplier you deliver invoices through an “access point” (e.g. a service provider), in the XML UBL2.1 format (as determined by the CNBII group, in preparation of the EU norm). More information can be found at
de website van Vlaamse Overheid.

Here you can find the business rules document for E-Invoicing

PDF by mail

When E-Invoicing via Mercurius is not an option, you can send a PDF invoice to the designated email address of one of our 7 companies.

To send your invoice successfully, follow these simple steps:

  • Send your invoice as a PDF attachment to an email.
  • The email contains just one PDF attachment.
  • The PDF attachment contains only one invoice.
  • Other attachments can be added, as long as they aren’t PDF files.
  • For multiple invoices, send separate emails with PDF attachments.
  • Send your email to the correct email address.
  • Do not additionally send the invoice in a paper version over mail.
  • Conform to the general requirements for invoices.
  • Send a separate invoice for separate purchase orders, do not combine them.

Only digital invoices that correspond to the above requirements will be accepted. When your email doesn’t it will be automatically rejected. In that case you will receive an automated response stating the reason for rejection.

Only send invoices to the email addresses below, no other documents (questions, catalogues, reminders, advertisements…). The automated process will not accept these emails, they will not be processed. Do not send invoices to other email addresses than the ones below.

Company name KBO number VAT number Mailaddress PDF-invoices
 
Stadsbestuur Gent 0207 451 227 BE 0207.451.227 factuurregistratie@stad.gent
OCMW Gent 0212 214 125 BE 0212.214.125 factuurregistratie@ocmw.gent
Sociaal Verhuurkantoor Gent 0643 926 085 geen factuurregistratie@sociaalverhuurkantoor.gent
Politiezone Gent 0862 897 944 geen factuurregistratiePOLI@stad.gent
Hulpverleningszone Centrum 0500 927 497 BE 0500.927.497 factuurregistratie@bwzc.be
AG Erfgoed 0537 522 332 BE 0537.522.332 factuurregistratieAGER@stad.gent
AG Kunsten & Design 0537 520 055 BE 0537.520.055 factuurregistratieAGKU@stad.gent

When above requirements can’t be met?

Send your paper invoice by mail. Invoices by mail are sent to the registered offices (see postal addresses below). Do not send invoices to the delivery addresses.

Add the purchase order number on your invoice. This allows for faster payment. Send only one copy of your invoice.

Addresses of our companies, for paper invoicing by mail
Company name Postal address papaer invoices
Stadsbestuur Ghent Stadsbestuur Ghent
Factuurregistratie
Botermarkt 1
9000 Ghent
OCMW Ghent OCMW Ghent
Onderbergen 86
9000 Ghent
Sociaal Verhuurkantoor Ghent Sociaal Verhuurkantoor Ghent
Onderbergen 86
9000 Ghent
Politiezone Ghent Politiezone Ghent
Factuurregistratie
Botermarkt 1
9000 Ghent
Hulpverleningszone Centrum Hulpverleningszone Centrum
Roggestraat 70
9000 Ghent
AG Erfgoed AGB Erfgoed
Factuurregistratie
Botermarkt 1
9000 Gent
AG Kunsten & Design AGB Kunsten en Design
Factuurregistratie
Botermarkt 1
9000 Ghent

Where to send questions and reminders?

Send questions and reminders (no invoices!) to the email addresses below:

Company name Questions and reminders
Stadsbestuur Ghent factuurinfo@stad.gent
OCMW Ghent finanien.ANK@stad.gent
Sociaal Verhuurkantoor Ghent financien.ANK@stad.gent
Politiezone Ghent fin.hulpdiensten@stad.gent
Hulpverleningszone Centrum fin.hulpdiensten@stad.gent
AG Erfgoed fin.cultuurenwelzijn@stad.gent
AG Kunsten & Design fin.cultuurenwelzijn@stad.gent

 

Invoice requirements and legal payment terms

Invoice requirements

What information does your invoice need to contain? VAT liable or not?

VAT liable supplier

If you have a VAT number, following the requirements of the VAT legislation is mandatory.

  • Mention the correct VAT percentage on your invoice.
  • When no VAT is charged, mention the correct exemptions on your invoice
  • Mention the purchase order number.

Not-VAT liable supplier

Mention at least the information below:

  • Name
  • Address
  • Bank account number (IBAN)
  • Invoice date
  • Our purchase order number
  • Description and date of the delivery/service
  • Amount

Add the purchase order number on your invoice. This allows for faster payment. Send a separate invoice for separate purchase orders, do not combine them.

Legal payment term

For most deliveries and services, the standard legal payment term is 30 days, following the invoice date.

The legal payment term for building works is 30 days following the request for an invoice by the City of Ghent (end of the verification period).

Erroneous payments to City of Ghent

You made a payment to the City of Ghent by mistake? An amount was withdrawn from your account, by the City of Ghent? You request a refund or more information?

What is an erroneous payment?

  • You payed an amount twice?
  • You payed an amount to the City of Ghent that wasn’t intended for us?
  • There was an automatic withdrawal from your account by the City of Ghent (e.g. a direct debit for your child’s school)?

What information is needed to get a refund?

For both the demand to get additional information about a payment or the request for a quick and correct refund, the following information is needed:

  • First name and family name
  • Your address
  • Details about the amount
  • Your bank account number from which the payment was executed (IBAN)
  • Our bank account number on which the payment was executed (IBAN)
  • Date of the payment
  • The (structured) communication of the payment

Any questions about erroneous payments? Mail us.

Include all required information, so we are able to investigate your refund application