The Balance Invoice serves as a critical financial reconciliation tool in Danish business transactions, particularly at the conclusion of projects or service periods. This document type is essential when parties need to establish a final settlement, taking into account all previous payments, approved variations, and any adjustments or disputes. The Balance Invoice must comply with Danish legal requirements, including the Danish Bookkeeping Act, VAT Act, and E-invoicing regulations. It provides a comprehensive overview of the financial relationship between parties, including detailed breakdowns of costs, payments, and final calculations. Typically used in project-based industries or long-term service arrangements, the Balance Invoice helps ensure clear documentation of the final settlement and supports proper accounting and tax compliance.
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Key Requirements PROMPT example:
Balance Invoice
I need a Balance Invoice for a completed construction project worth 2.5M DKK, with final payment due March 15, 2025, including release of 5% retention amount and incorporating three approved variation orders.
1. Invoice Header Information: Mandatory invoice elements including unique invoice number, date, VAT numbers, and both parties' full details
2. Reference Information: Project/contract reference numbers, period covered, and any relevant purchase order numbers
3. Previous Payments Summary: Summary of all previous invoices and payments made to date
4. Final Costs Calculation: Detailed breakdown of total project/period costs and charges
5. Balance Calculation: Clear calculation showing total costs minus previous payments and any adjustments
6. VAT Calculation: Breakdown of VAT calculations on the balance amount
7. Payment Instructions: Bank details, payment deadline, and reference information for the balance payment
1. Disputed Items Resolution: Include when there have been disputed items that are being resolved in the final balance
2. Variations Summary: Include when there have been approved variations to original scope/prices that affect the final balance
3. Exchange Rate Calculations: Include when dealing with multiple currencies requiring exchange rate calculations
4. Retention Release: Include when the balance includes release of previously retained amounts
5. Final Statement Declaration: Include when parties need to confirm this as the final and complete settlement of all amounts
1. Detailed Cost Breakdown: Itemized listing of all costs and charges making up the total amount
2. Payment History Schedule: Detailed list of all previous invoices and payments with dates and reference numbers
3. Supporting Documentation: Copies of relevant delivery notes, timesheets, or other supporting documents
4. Variation Orders Schedule: If applicable, copies of all approved variation orders affecting the final balance
5. Rate Cards: If applicable, agreed rate cards or price lists used for calculations
Authors
Relevant legal definitions
Clauses
Relevant Industries
Construction
Engineering
Professional Services
Information Technology
Manufacturing
Consulting
Architecture
Industrial Services
Project Management
Facilities Management
Energy
Infrastructure
Real Estate Development
Software Development
Relevant Teams
Finance
Accounts Receivable
Accounts Payable
Project Management
Commercial
Procurement
Legal
Contract Administration
Client Services
Business Control
Relevant Roles
Finance Manager
Project Manager
Contract Administrator
Accounts Receivable Specialist
Accounts Payable Specialist
Financial Controller
Project Accountant
Commercial Manager
Procurement Manager
Account Manager
Chief Financial Officer
Business Controller
Project Director
Financial Analyst
Billing Coordinator
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