The Project Invoice is a critical financial and legal document used in the Indian business environment to request payment for project-related work, services, or deliverables. It serves as an official record of the transaction and must comply with Indian GST regulations, including appropriate tax calculations and mandatory fields. The document is typically used when a service provider needs to bill a client for completed project work, whether for the entire project or specific milestones. Project Invoices should include detailed breakdowns of charges, clear payment terms, and all necessary tax registration numbers. They are particularly important for maintaining proper financial records, ensuring tax compliance, and facilitating timely payments in project-based business relationships. The document must conform to both central and state-specific GST requirements while providing sufficient detail for project tracking and accounting purposes.
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1. Invoice Header: Company logo, 'Tax Invoice' label, Invoice number, Date of issue
2. Seller Details: Legal business name, Registered address, GST number, Contact details, PAN number
3. Buyer Details: Client's legal name, Registered address, GST number (if applicable), Contact person
4. Project Information: Project name/reference, Purchase order number (if applicable), Project period covered
5. Charge Details: Itemized breakdown of services/deliverables with quantities, rates, and amounts
6. Tax Calculations: CGST, SGST, or IGST calculations as applicable
7. Total Amount: Subtotal, tax amounts, and total amount payable in both figures and words
8. Payment Information: Bank account details, payment terms, due date
9. Additional Notes: Any specific terms, conditions, or notes regarding the invoice
10. Authorization: Authorized signatory details and company stamp
1. Purchase Order Reference: Include when the client has issued a formal purchase order
2. Contract Reference: Include when invoicing against a specific contract or MSA
3. Milestone Reference: Include for milestone-based billing to reference specific project milestones
4. Foreign Currency Details: Include when dealing with international clients, showing exchange rates and equivalent amounts
5. E-Invoice QR Code: Include when generating e-invoices as per government regulations
6. HSN/SAC Codes: Include detailed HSN/SAC codes when required by industry or client
7. Delivery Details: Include for projects involving physical deliverables or specific delivery locations
1. Timesheet Attachment: Detailed breakdown of time spent on various tasks (for time-based billing)
2. Deliverables Report: List of completed deliverables being billed in this invoice
3. Expense Details: Itemized list of reimbursable expenses with supporting documentation
4. Rate Card: Applicable rate card if multiple resources or service categories are involved
5. Project Progress Report: Summary of project progress and achievements for the billing period
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