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Every January, you start with a clean vest and count from the first bill. For 2019, the first bill would be 2019001, the second 2019002 and so on. If you get to 2019010 at some point, it`s easy to count. If you do business with Dutch companies located in other EU Member States, additional requirements apply to invoices for goods and services (in Dutch). For more information, please contact the Dutch tax and customs administration. For electronic invoices, EU Member States may have their own additional requirements. An electronic signature is usually required for an electronic invoice to ensure integrity and authenticity. In addition, an electronic invoice must be archived for 7 years. You can scan invoices and receipts and save them digitally. The legal retention period is 7 years.
For real estate, a period of 10 years applies. The Tax and Customs Administration considers it important that you can hand over your documents within a reasonable time. Use a system that`s right for your business. You should always keep a (digital) copy of the invoices you send. For both groups, it is also possible to send invoices via an online portal. Here, it is possible to manually enter data into a portal or instruct a service provider to take over this task. For small suppliers and service providers, manual entry in online portals is recommended, as they usually only have to issue a few invoices. Suppliers must register the invoice in a web portal provided. You must keep the real estate invoices for 10 years and all other invoices for 7 years. You can issue, receive and save your receipts and invoices in electronic form, but they must contain the same information as the original paper invoices.
Send the invoice to your customer as soon as possible after completing the order. Your work or delivery will still be fresh in their memory. In any case, send your invoice before the 15th day of the month following the month in which you delivered your product or service. This is called the date of issue and it is set by the Tax and Customs Administration. Do you use public transport or taxis? No invoice should be issued for such services. The information highlighted in the calculation example above with a circle is the additional information required if you are doing business from the Netherlands with another country. Invoices must be issued before 15. The day of the month following the month in which you delivered the service or product. Your customer must pay the invoice within the payment term. If the total amount of your invoice does not exceed 100 euros including VAT, the requirements are less strict. Please note that this does not apply to intra-Community supplies, distance selling and the provision of a service within the EU, while VAT on that service has been charged upside down to the person receiving the service.
Do you deliver goods or services to the Dutch government and want to send electronic invoices? Use the e-invoicing guide. The e-invoicing guide tells you which e-invoicing method is right for your business. Are you freelancing but haven`t started your own business yet? In this case, include only your own name and address on the invoice. Not obliged, but important to mention: in addition to the information required on an invoice, it is important to mention the terms of payment and the expiration date of the invoice. In the Netherlands, your sales invoices (the invoices you issue) must meet a number of requirements.—————————— In order to meet the requirements prescribed by the EU, the following information must be provided when issuing an invoice in the Netherlands. Deadline for all EU Member States to set up electronic invoice exchange systems for trade relations in the public sector A single, continuous and subsequent invoice number. Do you buy food and drinks for consumption in restaurants? VAT levied on these costs is not deductible. Therefore, no invoice should be issued in such cases. You should preferably send an electronic invoice (e-invoice) to your customers. E-invoicing is not just about sending a scanned invoice, but a digital invoice in XML format.
Thanks to electronic invoicing, your invoice is always sent via a secure server and always received correctly. The data required on an electronic invoice is located in a fixed location with its own coding. This makes it possible to automatically process electronic invoices in your files and in your customer`s administration. Contractors who do business with the central government are required to send electronic invoices. Municipalities, provinces and water boards can also receive electronic invoices. Are you participating in a call for tenders? Secondly, electronic invoicing is often mandatory. If you work for the Dutch central government, you must send an electronic invoice. You can submit an electronic invoice online using the organization`s Digipoort email mailbox, your accounting software, or the central government supplier portal. All government agencies (such as ministries, municipalities, provinces and non-departmental public institutions) are required to receive and process electronic invoices. All documents that meet the above requirements can be considered an invoice. Electronic invoices can be created in three different formats. These formats depend on who issues the invoice and for what purpose.
You do not need to meet the billing requirements in the following cases: An electronic invoice is a type of invoice that is exchanged digitally between a buyer and a seller. It is sent by the seller directly to his customer via an automated system. The customer will then receive the invoice in PDF format via an attachment to an email. This type of invoice is also mandatory if you provide services or goods to all Dutch government organisations. This form is based on the international UBL (Universal Business Language) standard and is a variant of the XML format. This format is mainly used for invoices for goods and services. However, it is expected that this format will be replaced by another, the so-called NLCIUS format, in 2021. For electronic invoices, there are three ways to submit them. The most common types of invoices used on a daily basis in the Netherlands are electronic invoices and invoices between EU Member States. On the other hand, a simplified invoice is sufficient if the turnover does not exceed 100 euros (including VAT) or if a previous invoice is modified. A simplification should include: Once you`ve started your Dutch business, it won`t (hopefully) be long before you issue your first sales invoice. Before doing this, however, it is important to consider Dutch billing requirements.
In addition, the invoice must indicate whether special VAT regulations apply. Further information on these regulations can be found on the website for Dutch entrepreneurs at: An invoice must be clear and uncluttered. Your logo and company name should stand out immediately. At a glance, your customer can see the amount to be paid, the payment term and your bank details or payment link. Investing in the format and layout of your invoice from the get-go will save you time later. .