Acceptable expense requests
Journeys (public transport, train, car sharing, rental car) made for business operations (e.g. to purchase or transport goods/equipment, etc.).
Coverage of the mileage of trips by private car that were previously agreed on.
Purchasing consumable supplies (garbage bags, paperwork, etc.).
Trips to a hardware store for smaller maintenance expenses.
Overnight expenses for agreed business trips.
Costs for water, coffee powder etc. for the staff.
Requests to be avoided
Travels between home and primary work location and associated costs (e.g., parking fees).
Hub equipment (ideally, you should reorder it through GNFR).
Covering receipts for food/drinks/other for hospitality purposes.
Important:
Always ask in case of any ambiguity or uncertainty!
Approval process for expenses
Two-step business check:
< 250 EUR - City Managers’s budget for the Hub Managers under them;
>250 EUR - Central Ops’s budget.
Spot check of the Hub Manager’s expenses by Central Ops/Finance.
Central Ops then checks the expenses of City Managers.
Finance check performed as usual.
Invoice requirements
Invoice requirements depend on the amount indicated on the invoice:
Invoice < 250 €
In this case, it can be either an invoice or a receipt. The following information must be included:
The full name and address of the business (e.g. Rewe, Uber, Miles, DM, etc.) providing the goods or services.
The date of issue.
Exact description of the product:
Quantity;
Description of the commercial nature of the goods supplied or the scope of the service.
Gross amount = net amount + applicable tax amount in one total sum.
In the case of invoices subject to different tax rates (e.g. 7% or 19%):
The gross amount for each tax rate must be indicated;
Tax rate or reference to the tax exemption (if the goods or service are subject to a tax exemption).
Important:
A recipient is usually not required. However, if an incorrect recipient (with an employee address or a Flink hub address) is listed nonetheless on the invoice, no input tax can be claimed. This means that the invoice will not be accepted as proof of expenditure and will be rejected.
Examples
Recipient isn’t required:
Important:
But if the recipient’s address is still specified, then it should be: Flink SE Brunnenstraße 19-21 10119 Berlin
Correct company address:
Invoice > 250 €
Information that must be included on the document in order for it to be considered a valid invoice:
Full name and address of the supplier (provider of the goods or service - e.g. Facebook, LinkedIn, Amazon, etc.) and the recipient of the service or goods (in this case, Flink).
2. The VAT identification number of both the supplier and the recipient (e.g., DE342065817 for German companies, FR86897639803 for French companies). The number starts with the two letters correspondant to the country of origin, followed by a series of numbers and/or letters.
3. The date of issue: the date on which the invoice was issued.
4. Invoice number (can be a sequence of numbers and/or letters). It is unique for each invoice.
5. The quantity and description of the product or service, the price, total sum, and currency.
6. Delivery date or estimate (e.g., “in 30 days”). If necessary, it may also include the installation date.
7. The remuneration for the delivery or other service as well as any reductions in the remuneration agreed in advance, such as discounts or advance payments.
8. The applicable tax rate and the tax amount or, in the case of a tax exemption (usually for transactions within Europe or abroad), an indication that the supply or other service is subject to a tax exemption:
If the service provider is registered in the same country as the Flink entity specified on the invoice, the invoice should show the VAT percentage and the corresponding amount (e.g. the Amazon invoice below):
2. If the service provider is registered outside the country of the Flink entity indicated on the invoice, but within the EU, they must indicate that they are exempt from tax (e.g. LinkedIn invoice below):
3. If the service provider is registered in a non-EU country, neither the VAT percentage nor the amount should be shown on the invoice (e.g. BambooHR invoice below):
Requirements for submitting travel tickets as invoices
Full name and address of the company providing the transport service. A clear abbreviation is sufficient.
Gross sum = net sum + the applicable tax in one general sum.
Tax rate if the transport service is not subjected to the reduced tax rate of 7%.
Date of issue.
In case of an international airplane trip.
The ticket must contain the note - "VAT is not levied pursuant to Section 26 (3) of the VAT Act".
FAQ
Invoices
No PO no pay
To process invoices for non-trade goods (= everything not sold in our hubs) a matching PO in Coupa is required. Otherwise, invoices may get rejected.
Please make sure to ask suppliers to include the respective PO number on their invoices to avoid rejection of invoices or delayed payments.
For questions regarding Coupa please reach out to the Procurement team: [email protected].
General Guidelines
Send invoices in PDF format;
Include one invoice per PDF file;
Send one email per invoice / PDF file;
In case of accompanying information (e.g. delivery note), please merge together with the corresponding invoice into one file.
Email addresses
Please send all your invoices regarding trade goods (= goods sold in our hubs) to [email protected].
Please send all invoices regarding non-trade goods [email protected].
Please note that these email addresses are not monitored manually and are only intended for automated retrieval of invoices. Thus, please do not send any questions or other emails asking for a response by the Finance team.
Payment-related Requests (payment reminders, escalations, etc.)
Please send all your requests and payment reminders regarding trade goods to [email protected].
Please send all your request and payment reminders regarding non-trade goods to [email protected].
General Questions
Please use this mail address for general questions and requests: [email protected].
In case of questions, please feel free to always reach out to the Finance Team on Slack (#finance_de or [email protected]).
Country | Address | VAT ID |
Germany | Flink SE | DE342065817 |
France | Flink SaS | FR86897639803 |
Netherlands | Flink BV | NL862263050B01 |
Austria | Flink Austria GmbH Weyringergasse 30, 1040 Wien | ATU77263569 |
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