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Cleaning companies

Service vouchers and invoicing

Many cleaning companies use Belgian service vouchers for private customers and invoices for businesses. These are separate systems. ProFactuur serves the second. Here is how to keep them apart.

Why service vouchers are not an invoice

Private customers buy service vouchers from the issuer and pass them, usually electronically, to an approved service-voucher company. That company claims reimbursement from the issuer. You therefore do not invoice the customer for those hours, and invoicing software plays no part. The system is regulated by Belgium’s regions and restricted to approved companies. Eligible tasks and voucher processing follow the approval rules, not your invoicing setup.

Work outside the system requires an ordinary invoice in ProFactuur: cleaning offices, practices or shops, washing a business’s windows, or a one-off deep clean outside the service-voucher scheme.

In ProFactuur

How to do it, step by step

  1. 1

    Keep the two systems separate

    Process service vouchers through the issuer’s platform. Only create ProFactuur customers for work you invoice, so turnover figures in Reports reflect invoices alone.

  2. 2

    Invoice work outside the scheme

    For businesses and jobs outside the service-voucher scheme, create ordinary quotes or invoices with products per hour, per visit or per m².

  3. 3

    Choose each customer’s VAT treatment

    If the business customer qualifies for the reverse charge, select Co-contractor in the customer record. The wording appears automatically on the invoice.

  4. 4

    Send through Peppol

    On a paid plan, send invoices to Belgian businesses through Peppol. Private customers invoiced outside the voucher scheme receive a PDF with a payment QR code.

Example

Example: a business alongside your service-voucher customers

An approved service-voucher company also cleans the own offices of a company filing periodic VAT returns. This work is outside the voucher scheme and is invoiced. Building cleaning for such customers generally falls under the reverse charge. Ask your accountant to confirm your situation.

Office cleaning, April, 8 visits at €72.00€576.00
Interior and exterior windows, 1 flat fee€135.00
Total excluding VAT€711.00
VAT reverse charge€0.00
Total payable€711.00

Hours worked for private customers under the service-voucher scheme are not recorded in ProFactuur. See the VAT reverse-charge page for when it applies.

What to discuss with your accountant

Combining service vouchers and invoices affects your administration and VAT. Discuss how to account for both activities and which rules apply to invoiced work with your accountant.

At quarter-end, export invoices and purchases or give your accountant direct read-only access, covering everything in the invoicing system. For regular business customers, see how to invoice a cleaning contract automatically each month.

Frequently asked questions

More for cleaning companies

Automatically invoice a cleaning contract every month

Recurring invoices each month through subscriptions.

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A cleaning quote per hour, per m² or per visit

Per hour, per m² or per visit, approved online.

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All about invoicing for cleaning companiesVAT reverse charge

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