🚨 Important
The note must be submitted as a “Supplier Invoice” and not as an expense report. In fact, an expense claim only concerns employees. Thus, approving an expense claim from a service provider could be seen as evidence of a subordinate relationship between the service provider and the co-contracting company in the capacity of “manager”. The business contract could be re-qualified as an employment contract under French law.
For more information, read the article: https://business.lesechos.fr/entrepreneurs/ressources-humaines/12987892-quand-un-prestataire-de-services-devient-il-un-salarie-de-l-entreprise-324583.php
What is a disbursement note?
It's the invoicing of ancillary expenses related to a service, generally provided for by written agreement in the contract between a service provider and the company.
The service provider (generally a freelancer) invoices the company for ancillary expenses (usually transport, accommodation, etc.), and the company reimburses the service provider in return. This may be an advance or a sum due after a service has been rendered.
Submit a disbursement note on Spendesk
If the service provider does not have access to the interface (which we recommend)
The employee in contact with the service provider can submit the disbursement invoice to Spendesk on their behalf, provided they have the Requester role.
Click on the Requests tab,
Choose Make a new request,
Continue with Submit a supplier invoice.
(not “expense report”, which applies ONLY to company employees),
Add the supporting invoice,
Fill in the required fields,
Submit the request.
If the service provider has access to the interface (which we do not recommend)
After giving them the role of Requestor by inviting them to Spendesk, check that the submission of a disbursement note and its difference from an expense report has been explained to the user. They can then :
Click on the Requests tab,
Select Make a new request,
Continue with Submit a supplier invoice for payment (not “expense”),
Submit a disbursement invoice,
Fill in the required fields,
Submit request.
Validating an expense claim on Spendesk
This section is for Approvers and Controllers.
Validating a disbursement note follows the same procedure as validating an invoice.
For Approvers:
View requests in the Requests > To be approved tab,
Click on the expense report you wish to approve,
Check the information added (supplier, amount, receipt, issue and due date, analytical information, etc.),
Validate the request.
For Controllers:
Find the invoice in the Invoices > Review tab and validate it.
Set a payment date in the invoices to be paid previously agreed between the provider and the company in their business contract
Upload the CSV or XML SEPA file to reimburse the provider for the invoice, which will mark the disbursement note as paid.
Transmit the file to the company's bank, or make the payment transfer manually. It is also possible to pay from Spendesk (and its available funds).
Once paid, find the disbursement notes in the Invoices > History tab (for Controllers or Account Owners) or Payments > Filters > Type > Invoice (for other roles).