A Guide To Self-Bill Invoicing

Expleo Engineering can offer a self-billing solution for our suppliers. Below we have answered the most common questions regarding self-bill invoicing. 

Self-billing is an arrangement between a contractor’s Limited or Umbrella Company (supplier) and their customer (Expleo Engineering) whereby Expleo prepares a contractor’s (supplier’s) invoice and sends it to the contractor (supplier). It means your Limited Company will no longer need to create or send an invoice to Expleo’s accounts team. Simply, once your timesheets / expenses have been authorised, our system will generate and send the invoice to you followed by payment. It’s a much simpler payment process for contractors and Expleo.

Self-billing means you don’t need to produce an invoice. This enables prompt, accurate invoicing, and speeds up the payment process, meaning you get your money more quickly.

HM Revenue & Customers (HMRC). You can find this on the HMRC website. Just search for ‘self-bill’.

No, self-billing has no impact on your contractual or commercial arrangements between Expleo and your Limited Company and has no impact on IR35 considerations. In HMRC’s description of self billing, it is a clear customer / supplier relationship.

The invoice format is a standard format that conforms to HMRC regulations showing all the required information. The invoice will show full timesheet detail (and expenses where applicable)

If your company has changed its VAT registration number or recently become registered you will need to send us a copy of the new VAT certificate, we will then provide you with a new Self-Billing agreement.

If the company has changed its name BUT maintained the same VAT number, send us a copy of the change of name certificate issued by the Registrar of Companies. There is no need to sign a new Self Billing agreement. However if both the name AND the VAT number have changed you will also need a new Self Billing agreement.

If your company de-registers then you will need to inform us and complete a new Self Billing agreement.

Instead of providing your own invoices, you can use the self bill invoices as part of your limited company’s accounting records. This is accepted by HMRC for VAT purposes. However, we recognise that you may have your own system to provide invoices. If you want to continue to do this, we suggest you produce your invoice but do not send it to us; instead attach it to the self bill invoice