PAYE worker asked for invoice for services

thumpybum

Im a paye worker doing IT, usual story, fixed a few laptops as favours for friends over last couple of years, few weeks ago one of the lads asked would I do his companys (his uncles) computers (ran antivirus over 2 saturdays, handy), he asked me to send a bill in.

So I sent in a bill for 250e for 2 weekends work, the companies accountant asked me for a proper invoice with a VAT number. I dont have a VAT number, but sent in a mail saying "received with thanks" and my pps number if he wanted to use that as a reference for any audit and yes, I do intend declaring as tax next year. (I only wanted 200 for the work but me mate said put in 250 to cover yourself)

But the accountant mailed back saying that's not good enough, he needs a proper invoice. What do I do? I told him I dont do invoices as Im not a business but he's arguing that's not good enough, he paid me and therefore he wants a professional invoice. Im fairly sure the PPS number is ok, but whats a proper invoice in this regard. Isnt a verifiable mail ok? Hope this is ok in taxation even though its not really a tax question unless the VAT is being insisted upon.

Nino Brown

Did you itemize your fee's, like parts, labour etc? Maybe that's what he means by "proper".

smcgiff

There are a list of requirements on an invoice such as address, date etc. A VAT # if not registered isn't one of them.

Ask him what does he expect on the invoice.

thumpybum

Nino Brown wrote: »

Did you itemize your fee's, like parts, labour etc? Maybe that's what he means by "proper".

I just said on the mail request

"My bill for time for working 2 saturdays (dates inserted) is 250e."

I dont know what other way to put it, no parts.

aristotle25

Just go onto freshbooks.com and create an invoice. The company who is paying you just wants an invoice got their records in case they are audited.

Yeah an email might have been enough but just send the invoice and get paid.

thumpybum

Just to confirm I did get paid in cash, that wasnt a problem, and I sent in that mail afterwards to confirm receipt. thats when the accountant started saying he wanted something proper.

I sent in another mail to say "Received 250e with thanks, heres my PPS no xxxxxxxx, and if you need my home address let me know" when he started complaining again about a proper invoice.

mrcheez

Enter the following on an A4 page...

- Today's date
- Your address
- Your PPSN
- Description of work done
- DATE work done
- Total cost
- "Payment received thank you"
- Your signature

jimmii

The vat number isn't essential we deal with a few smaller suppliers who aren't registered your pps number is what they need on it. As long as you have put your details there details and an explanation of the services you have performed it sounds like they are just being a bit picky especially as they obviously know you aren't running a business but they don't seem to be telling you what they want it's not like you can just magic up a vat number for them. If you did register for vat all it would is your pps number with IE before it!

jimmii

thumpybum wrote: »

Just to confirm I did get paid in cash, that wasnt a problem, and I sent in that mail afterwards to confirm receipt. thats when the accountant started saying he wanted something proper.

I sent in another mail to say "Received 250e with thanks, heres my PPS no xxxxxxxx, and if you need my home address let me know" when he started complaining again about a proper invoice.

Just type up a letter in word with your address and pps number and their address at the top. Then a description of the services with the total charge then underneath say payment received. Save it as a pdf and email them that. An email definitely wouldn't be enough i would imagine that is the problem alright.

doc11

Maybe the uncle is wondering how running an antivirus can cost €250 and wants a description of what was done?

Nino Brown

thumpybum wrote: »

I just said on the mail request

"My bill for time for working 2 saturdays (dates inserted) is 250e."

I dont know what other way to put it, no parts.

List what you did, for example.

Resinstalled OS on laptop, 1hr - E10
Mirrored hardrives on desktop, 1hr - E10
Watched Netlfix 3hrs - E30

I think that's probably what he needs. Just make it a best guess if you don't remember exactly. But they need to know what they are being billed for. If you got a bill in restaurant and it said, "several dinners E200", you would want to know what you were charged for, and that's especially true for a company, I know it's a small amount but if what you submitted was acceptable, it would be extremely easy for fraud to happen.

jimmii

doc11 wrote: »

Maybe the uncle is wondering how running an antivirus can cost €250 and wants a description of what was done?

If it was two days work seems alright. Guessing it was a bit more than just click begin scan and sitting back and watching the football! If not then fair play op nice score!!

thumpybum

doc11 wrote: »

Maybe the uncle is wondering how running an antivirus can cost €250 and wants a description of what was done?

Its not the running of the antivirus, its the time and its not the uncle of the guy I know, its his accountant that being picky.

I checked out that freshbooks.com and that looks brilliant, I generated a PDF very quickly from that, I'll create an invoice for him off that and send him one from that. Nino Brown sums it up perfectly for me and I probably didnt look at it that way before where if every bill came in that way then fraud would be easy.

If the freshbooks.com invoice is fine, I'll post back if its not I'll mail him again and tell him thats all he's getting from me. I really cant do anything else. thanks for everyone taking time to reply.