Learn all about Ministerie van Economische Zaken invoicing procedure.

Invoicing Procedure – Ministry of Economic Affairs

There are two different invoicing procedures for the Ministry of Economic Affairs. Which procedure applies depends on how the hours are registered and the reference number of the assignment.

For reference numbers starting with 8000 or 20-, an invoice proposal from the Ministry of Economic Affairs is used. In addition, there is a procedure in which the employee keeps a timesheet and submits it together with the invoice.

Both invoicing procedures are described separately below.

1. Invoicing Procedure Ministry of Economic Affairs – OtherHow does it work?

The employee records the hours worked daily on a timesheet (see page 2 for an example) or in the time registration system of the Ministry of Economic Affairs.
After the end of the month, the employee has the timesheet signed or digitally approved by the client.
Attach this signed or digitally approved timesheet to your invoice.

Invoice Address

HeadFirst B.V.
Polaris Avenue 33
2132 JH Hoofddorp
facturatie@headfirst.nl

You can send us your invoice and timesheet by email on a monthly basis.

For every invoice submitted, you will receive a confirmation of receipt from us within 1 working day at the latest.

Unfortunately, invoices that are not submitted on time will have to be rejected.

Our preference: submit the invoice and timesheet within 15 days after the end of the month worked.

Final submission deadline: submit the invoice and timesheet within 2 months after the end of the month worked.

Required Invoice Details

Assignment agreement number
Invoice number
Invoice date
Name of employee
Period of work
Number of hours
Rate
Amount excluding VAT
Amount 21% VAT
Amount including VAT
Company name
Address details
VAT number
Chamber of Commerce (KvK) number
IBAN number

2. Invoicing Procedure Ministry of Economic Affairs – Invoice Proposal

Regarding reference numbers starting with 8000 or 20-

How does it work?

The professional enters the hours worked weekly in the EBS time registration system (every last working day of the week).
The manager approves the hours weekly in the EBS time registration system (every first working day of the week).
Based on the approved hours, HeadFirst receives an invoice proposal from the Ministry of Economic Affairs every 5th working day of the month.
HeadFirst sends you the approved hours by means of an invoice proposal within 1 working day.
Based on the invoice proposal, we would like to receive your invoice (without deviations and not earlier with signed timesheets).
Hours that are approved too late are automatically carried over to the next invoice proposal.
The professional is responsible for entering the hours and ensuring that they are approved on time.

Extra Tips/Comments

The general manual on time registration can be found on the intranet of the Ministry of Economic Affairs: Rijksportaal homepage > DICTU intern > Procesbeschrijvingen en handleidingen > Tijdschrijven.
It is possible to adjust previously entered hours, but this must be done within 60 days. For example: hours entered in week 25 can be adjusted up to and including week 33.
Has the professional worked stand-by hours? In that case, the form on page 2 must be used.
Are you working through a strip card construction/contract? In that case, the above process does not apply. A timesheet signed by the client (your own or HeadFirst's) can then be enclosed with each invoice.

Invoice Address

HeadFirst B.V.
Polaris Avenue 33
2132 JH Hoofddorp
facturatie@headfirst.nl

You can send us your invoice by email on a monthly basis.

For every invoice submitted, you will receive a confirmation of receipt from us within 1 working day at the latest.

Required Invoice Details

Assignment agreement number
Invoice number
Invoice date
Name of employee
Period of work
Number of hours
Rate
Amount excluding VAT
Amount 21% VAT
Amount including VAT
Company name
Address details
VAT number
Chamber of Commerce (KvK) number
IBAN number