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d-centralize handbook

Administrative

Employee declarations

Each employee is allowed to purchase stuff on behalf of and for the good of the company.

Use your own judgement for purchases up to € 100. Purchases higher than that amount need consent through an email request (office@d-centralize.nl).

Whether you get (partially) reimbursed for travel costs depends on your contract. If you do have such an arrangement, follow the same workflow as described.

Declaration workflow

Make sure to get a PDF invoice or receipt photograph of the items bought and send these as attachment(s) to the office manager (office@d-centralize.nl).

Also include:

  • Company (or project) name.
  • Your name.
  • Your IBAN account to be reimbursed on.
  • The total amount you’d like to be reimbursed for.

It’s processed in the following way:

  • Travel costs are settled through your payslip.
  • Other reimbursements are transferred to your bank account directly.

Client invoicing

To invoice a client, several steps should be carried out:

  1. Navigate to kvk and lookup the company name and address. Use this information later on.
  2. Login to yuki.
  3. Navigate to Adresboek (single person) --> Klanten. If client is not yet known, add it here. You don’t need all details: just company name and full address from the above KvK lookup.
  4. Navigate to Verkoop (2 shaking hands) --> Verkoopartikelen (on the left side of your screen). You’ll be creating your invoice from one or more items on this list. In case you’re selling a service that’s not yet on this list, add it now.
  5. Navigate to Verkoop (2 shaking hands) --> Verkoopfacturen (on the left side of your screen). Create your invoice (press on the + on the top of your screen) by filling in all required client information. Then add invoice lines (Factuurregels) for all items you want to invoice the client. You should be able to create a PDF out of it that you can e-mail to the client.
  6. Send the invoice to your client. Navigate to Verkoop (2 shaking hands) --> Te verzenden. Click on the invoice you want to send. You now see the invoice and the added lines. Navigate to verwerken (on the top of your screen) and send the invoice to yourself by email.
  7. You can now write a personalized email with the added invoice to the client.

Creditor invoices

Recurring subscriptions that generate monthly PDF invoices through email, are best sent directly to the right financial administration:

Email AddressProject
billing@d-centralize.nlShared services for all companies
billing@appsemble.comAppsemble specific purchases
billing@lawyerless.nlLawyerless specific purchases
billing@pro6pp.nlPro6PP specific purchases
billing@itslanguage.nlITSLanguage specific purchases

These invoices will be manually validated by our office manager.

Wiring money outside EU

In order to pay invoices to companies based outside the EU, use TransferWise to exchange into other currencies. Each company should have its own login to Wise. It’s much less expensive than using regular banks - if they even offer this service at all.

Contracts

Signed employee or client contracts or other documents that need to be archived properly should be sent to the office manager (office@d-centralize.nl).