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Accounting and invoicing for event agencies

Company parties, trade fairs, conferences and product launches: an event agency bills budgets of many thousands of euros with a deposit, third-party services and a final invoice. Saldiqo issues stage invoices, assigns supplier invoices to the event and shows per event what is left after all costs.

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What comes up for event agencies

Large budgets in stages

An event costs five or six figures. Stage invoices cover upfront costs.

Many suppliers

Venue, catering, equipment, artists and staff deliver invoices that have to be assigned to the event.

Margin per event

The agency earns on the difference. Each event has to be evaluated on its own.

How Saldiqo helps

  • Stage invoices per milestoneQuote, stage invoices, final invoice.
  • Cost centre per eventSuppliers, material and revenue per event.
  • Invoices to corporate clientsPayment term and reminders.
  • Re-invoicingThird-party services as a line with receipt.

Typical invoice lines

Examples that often appear on invoices in this industry. You set the prices yourself.

  • Event concept and planning, flat fee
  • Venue and catering re-invoiced as per receipt
  • Equipment and stage, flat fee
  • Staff on site, hours
  • Agency service production
  • Deposit 40 % on commissioning

Tax and invoicing in Malta

What applies to invoices in Malta, in short. As of October 2026.

VAT
Rates 18 %, 12 %, 7 % and 5 %. Malta has no zero rate in law. Exports, EU supplies, food and medicines are exempt with credit, which lets you reclaim input VAT. Exempt without credit does not.
Article 11 small undertakings
With up to €35,000 of domestic turnover a year you can be exempt under Article 11. The status ends on the day the limit is passed, and you still register with the VAT department. Saldiqo adds the exemption note and leaves VAT off.
Tax invoice or fiscal receipt
A tax invoice is issued only when the customer gives you a VAT number. Otherwise a fiscal receipt from an approved system is required. Saldiqo writes invoices. It is not a fiscal receipt system, and a Saldiqo PDF does not replace a fiscal receipt.
Invoice timing
Issue the invoice by the 15th of the following month, or when payment arrives if that comes first. Simplified invoices are allowed up to €100.
E-invoicing
There is no mandate. Public bodies accept e-invoices through Peppol (EN 16931). The tax authority plans e-invoicing and real-time reporting but has set no dates, and EU rules apply from 1 July 2030.
VAT returns
Returns are due by the 15th day of the second month after the period, with 7 extra days when you file and pay electronically. Article 11 businesses file a yearly declaration by 15 February. Saldiqo does not file returns.
Record keeping
VAT records for 6 years, income tax records for 9 years and company records for 10 years. Plan for 10 years.
Late payment
Interest on late business payments is 10.40 %, plus €40 compensation between businesses.
Languages
Use Saldiqo in English or Maltese and send invoices in either language.

Frequently asked questions

How do I see the margin per event?

With cost centres per event. Supplier invoices and revenue appear in one report.

How do I bill large budgets?

With stage invoices per milestone from the quote and a final invoice.

Do event agencies in Malta have to charge VAT?

If you are registered under Article 10, yes. Small undertakings under Article 11 with domestic turnover of up to €35,000 a year are exempt from charging VAT, but the status ends on the day the limit is passed.

Do event agencies in Malta need a fiscal receipt?

Sales to consumers need a fiscal receipt from an approved fiscal receipt system, and Article 11 businesses use one for all sales. Saldiqo is not such a system. It covers tax invoices to customers who give you their VAT number.

How long should event agencies keep invoices?

VAT records for 6 years, income tax records for 9 years and company records for 10 years, so plan for 10 years. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.

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Write invoices, match payments, collect receipts and send reminders: free and without a trial period.

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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.