Good Dutch business administration starts on day one. Keep sales and purchase invoices, bank/payment records, contracts and supporting documents in a system that lets you explain the figures in your tax returns.
Invoice checklist
- Your full legal/trading name and address as permitted
- Customer name and address where required
- VAT identification number and KVK number where applicable
- Invoice date
- A unique sequential invoice number
- Description and quantity/extent of goods or services
- Supply/service date or relevant advance-payment date
- Amounts excluding VAT
- Applicable VAT rate(s) and VAT amount, or the correct exemption/reverse-charge wording where relevant
Special rules can apply to small invoices, EU/international transactions, self-billing and exempt supplies. Do not copy a generic invoice template without checking your situation.
Payment terms and chasing invoices
Put payment terms in your quotation/contract and invoice. Keep a consistent reminder process and document disputes. For consumers and businesses, statutory rules around payment and collection can differ.
Keep business and private evidence clear
A separate business account is often operationally useful even where your legal form does not make one universally mandatory. It makes bookkeeping, VAT and proof of business expenditure considerably cleaner.