How does invoicing work with substitution shifts?

If you arrange for a substitute to cover one of your shifts, they work on your behalf. This means the agreement with the client remains in your name, while you hire the substitute to complete the shift.

From an administrative perspective, you invoice the client, and the substitute invoices you. To keep things simple, this process is handled automatically.

Invoicing

In your financial overview, you'll see two invoices whenever one of your shifts has been substituted: your invoice to the client and the substitute's invoice to you.

The substitute will only see one invoice in their financial overview: their invoice to you.

Business details on the invoice

Please note that the substitute's invoice will include your VAT ID and, if applicable, your KvK number and company address. This is required to comply with the requirements of the Belastingdienst (Tax Administration).

Payment

Once the client has paid the collective invoice, the payment is automatically transferred to your substitute. At the same time, both invoices in your financial overview will be marked as Paid.

You'll also receive a transaction statement showing both invoices. Because the invoices are for the same amount, they offset each other, resulting in a net payment of €0 to you.

Administration and VAT return

Make sure to keep both invoices, as they form part of your administration and must be included in your VAT return.

Read more about substitute costs here.