Invoices


Description of Leaseweb invoices and how they are structured


Contents

Leaseweb's new invoice format 

This new invoice format is only applicable to customers in Leaseweb Deutschland GmbH, Leaseweb Netherlands B.V., and Leaseweb UK Limited.

To provide you with an easy and quick overview, we have redesigned your invoice. And to maintain uniformity, we have a new way of identifying the following: 

  •  Invoice number 
    Example: Instead of "DE1234567890", it's now "12345678"
  • Service identifier 
    Example: Instead of "ABCD123-XYZ", it's now "41000012345678"

Changes in the customer portal 

You can see these changes in the following pages of the Leaseweb Customer Portal from April 8, 2019 (for Germany, UK, and the Netherlands):

  • Services screen

    • “Server Id” will be called “Equipment Id”
    • A “Contract Id” will be added. This contract will contain all the equipment ordered at one time.
      Note: We recommend that you add a reference to your services. This will help to identify them easily in the invoices generated from May 2019.
    • "Reference" column will display the reference that you have added for this service in the customer portal. If you have not filled up the "Reference" field, this will display the Legacy Id of your service.
    • A "Status" column has been added. It displays the current status of your service. These are the following types of status it can display:
      • New
      • To be provisioned
      • Scheduled
      • Active
      • To be modified

  • Other changes

    • You cannot see the total outstanding balance. 
    • The Dashboard does not display a count of the total number of services under each product.
    • We have improved our "Contacts" page. You can now add new contacts which will be recognized by Leaseweb when requesting support.
    • The Proforma and Prepayment functionalities in the customer portal are no longer available.
    • You old invoices are no longer available. You can request for them by creating a ticket with Customer Care.

Changes in the invoice attachment 

You can see these changes in your invoice from April 8, 2019 (for Germany, UK, and the Netherlands)

Check out the difference between the layout of the old invoice format and the new invoice format: 

  • Old invoice format


  • New invoice format

Leaseweb invoices explained

Every invoice you receive will display the following information:

  • Your customer details (customer number, address, VAT registration number)
  • What is being charged (services description including which period we charge you for)
  • Our details (address, VAT registration number  and bank details)

With external factors increasing our cost base, there may be an annual increase of our Service Charges based on our General Conditions. You can find them here. The revised rates always apply from 1 January onwards. 

You are treated as a private consumer if you did not submit a valid VAT registration number. We are charging VAT for private consumers who are located within the EU.

You are treated as a business customer if you submitted a valid VAT registration number. We are not charging VAT for business customers that are located outside the country where Leaseweb is located.

Your VAT registration number is mentioned on your invoice. To add your VAT registration number to your account, please check this section: VAT charges

Pro-rata charge

Virtually all customers will find a one-time fee added to their first calendar month bill as a new customer, or when new services are added.

All Leaseweb services are billed by the calendar month, so the billing period for your Leaseweb services will always start at the first of the month. If you order a new service or are a new customer, the start date will often not be the first of the month. This is why there will be a one-time fee added to your first invoice showing the new service or, as a new customer. This covers the phase between the start of your service (i.e. the day on which the server is ready to use), and the first day of the next month.

On your proforma invoice, the one-time fee can be identified by the date, for example: "XXX001 From 15-4-2005 to 1-5-2005 EUR 89,00". This one-time fee will also appear on the official invoice for your administration.

Please refer to the article on Prepaid explanation for further information.

VAT charges

Value added tax (VAT) is a consumption tax.

VAT on services

We are charging vat to all customers located within the European Union, unless the customer submitted a valid vat registration number. We are always charging vat to customers that are located in the same EU country as the Leaseweb entity you are purchasing services from (Leaseweb Netherlands BV, Leaseweb CDN BV, Leaseweb Deutschland GmbH), vat will be charged irrespective of the availability of a valid vat registration number.

We are not charging vat to customers who are located outside the European Union.

VAT on goods

We are charging VAT for all our customers in case we are selling goods and the delivery takes place on our premises. 
For foreign enterprises, it is quite easy to apply for a VAT refund:

  1. Register at the Dutch tax office ("Belastingdienst")
    http://www.belastingdienst.nl/wps/wcm/connect/bldcontenten/themaoverstijgend/calculation_tools/registration_of_foreign_businesses_aid
  2. Apply for VAT refund
    http://www.belastingdienst.nl/wps/wcm/connect/bldcontenten/themaoverstijgend/calculation_tools/registration_of_foreign_businesses_aid

If you need more information, please contact contractmanagement@leaseweb.com. 

Request copy invoice

You can download your invoices from the Leaseweb Customer Portal invoices - you can also view your current outstanding balance from this page. You old invoices (generated before April 2019) are no longer available. You can request for them by creating a ticket with Customer Care.

If you are unable to locate the invoice you are searching, or have further questions, please send us an email to:

Invoices by post

In principle, Leaseweb sends invoices and reminders by email. This saves time, and also contributes to a cleaner environment. If you wish to receive your invoice by post, you can indicate this via the Leaseweb Customer Portal. In that case, we will print exactly the same PDF on a color printer and send it to you by post. Consequently, you will have your invoice a few days earlier if you print it yourself.

Certificate of Residence

The request for the Certificate of Residence is linked to rules of tax law in an international treaty which deals with withholding tax and possible double taxation. The inspector of the local tax authorities declares that during a specific year, a Leaseweb entity is a resident of a specific country.

To submit your VAT registration or to request a Certificate of Residence form, you should create a ticket from the Leaseweb customer portal. 

Please be informed that we will always validate your VAT registration number through the VIES portal of the European Commission. The VAT registration number that you submit will be checked using the following website: VIES VAT number validation on ec.europa.eu

We always charge VAT if delivery of a good takes place on our premises.