VAT Invoices, Deposits & Payment When Running a Company Party

This is the least appealing part of running an event, and the part that costs organisers the most sleep. A party can go brilliantly and still turn into a problem if the paperwork is not valid.

This is written for the person who has to deal with the accounts department.

Part 1 — VAT invoices

Have four pieces of information ready:

• The company's full legal name as it appears on the business licence (not the short form or the brand name)
• Tax code
• Registered business address
• The email address the e-invoice should go to

The four-step process:

Step 1 — Say so when you book.

The sentence to use: "We will need a VAT invoice issued to the company."

Do not leave it until you are paying. Some places cannot issue one, and you need to know that before you pay a deposit, not after the party is over.

Step 2 — Send the company details before the event date.

Send them by email or Zalo and keep the message. It lets the venue's accounts team prepare in advance and avoids mistakes at the busiest moment.

Step 3 — Confirm the details before it is issued.

When paying, read the company name and tax code back before the venue issues the invoice. A wrongly issued e-invoice has to go through an adjustment procedure — time lost for both sides.

Step 4 — Receive and file it.

E-invoices normally arrive by email within 1–3 working days. If nothing has arrived after five days, chase it straight away — do not wait until the reconciliation period.

A note on large invoices:

Many companies have an internal rule that invoices above a certain threshold (often 20 million₫) must be paid by transfer from a company bank account. If yours does, tell the venue in advance so you can get their account details and set up the transfer — internal approvals can take a few days.

Part 2 — The deposit

For parties of 20 or more, most venues ask for a deposit to hold the room. That is fair — a large room held and then cancelled at the last minute is a real loss for them.

Typical deposit: 20–30% of the estimated value, or a fixed amount by room class.

Three questions to ask, with the answers kept in writing:

1. How much is the deposit and where does it go?
   
   Prefer a transfer to the venue's company account, with a reference giving the event date and your company name. Keep the receipt.

2. How many days ahead can we cancel and get it back?
   
   A common arrangement: cancel 7 days ahead for a full refund, 3 days ahead for 50%, under 3 days no refund. But every venue differs — what matters is that it is stated clearly up front, not what the exact figures are.

3. What if the actual headcount comes in lower?
   
   This is the most common situation and the least asked about. Normally the room charge stays the same (the room was held for you), while the set menu can often be adjusted with 48–72 hours' notice.

Part 3 — Written booking confirmation

This is the most important document, and the thing that separates a professional venue from an amateur one.

A complete confirmation contains:

If the venue has no such template, you can perfectly well write a summary email yourself and ask them to reply "confirmed". That email carries the same weight and protects you if there is a dispute.

Part 4 — Payment day

Nominate one person to handle payment. At a company party, several people asking about money at once looks disorganised in front of staff and guests.

Ask for a running total before closing. The sentence to use: "Could I see the running bill before we settle?" A reputable venue always will.

Check three things on it:

1. Whether the hours match what was agreed, and how part-hours were charged
2. Whether the extra items really were ordered by your group
3. Whether the deposit has been deducted

Keep all the paperwork: VAT invoice + deposit receipt + running bill. Accounting will want all three.

Paperwork checklist — print it out

• State the VAT invoice requirement when booking
• Send company name, tax code, address and invoice email
• Check the internal rule on bank transfers for large invoices
• Transfer the deposit and keep the receipt
• Get the written booking confirmation and check all nine items
• Confirm the final guest count by the deadline
• Nominate the person handling payment
• Ask for the running bill before settling
• Receive the e-invoice within 1–3 working days
• Hand all three documents to accounting

Avatar Karaoke — transparent paperwork for corporate clients

• Full VAT invoicing
• Written booking confirmation covering all nine items
• We accept transfers from company accounts
• Deposit and cancellation terms stated up front
• 63–65 Pham Viet Chanh, Cau Ong Lanh Ward (formerly District 1), HCMC
• 0915.03.1111

See our company party packages · frequently asked questions