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What is an Invoice Form?
An Invoice Form is your official business document for requesting payment from customers in the Netherlands. It lists what you sold, how much it costs, and when payment is due. Dutch law requires specific details on every invoice: your KvK (Chamber of Commerce) number, BTW (VAT) identification, and clear payment terms.
Dutch businesses use these forms to track sales, comply with tax regulations, and maintain clear financial records. They're especially important for BTW calculations and annual tax filings. A properly formatted invoice protects both seller and buyer, serving as legal proof of the transaction under Dutch commercial law (Burgerlijk Wetboek).
When should you use an Invoice Form?
Use an Invoice Form immediately after providing goods or services to customers in the Netherlands. This applies to every business transaction, from selling products to completing consulting work. Dutch tax law requires issuing invoices within 15 days of the month following delivery or service completion.
For recurring services, send Invoice Forms at agreed intervals—monthly, quarterly, or as specified in your contracts. Remember to use them for partial payments, deposits, and final settlements. They're essential for proper BTW administration and maintaining clear financial records that comply with Dutch bookkeeping requirements. Creating them promptly helps ensure timely payments and smooth tax reporting.
What are the different types of Invoice Form?
- Standard Invoice: Basic business invoice meeting all Dutch legal requirements, suitable for most commercial transactions
- Tax Invoice Statement: Detailed format with comprehensive BTW breakdown, ideal for complex transactions requiring specific tax documentation
- Sole Proprietorship Invoice: Tailored for ZZP'ers (self-employed professionals), includes specific eenmanszaak details
- Painting Invoice: Specialized format for contractors, including materials and labor breakdown
- Purchase Order On Invoice: Combined PO and invoice document, streamlining procurement processes
Who should typically use an Invoice Form?
- Business Owners: Create and send Invoice Forms to customers, ensuring compliance with Dutch tax laws and maintaining financial records
- Accountants: Review and process invoices, handle BTW calculations, and prepare tax filings for their clients
- ZZP'ers (Self-employed): Issue invoices for their services, often using specialized formats that highlight their independent status
- Bookkeepers: Manage invoice processing, payment tracking, and financial administration
- Tax Authorities (Belastingdienst): Audit invoices for tax compliance and BTW verification during regular checks
- Customers: Receive and process invoices, verify charges, and arrange payments within specified terms
How do you write an Invoice Form?
- Business Details: Gather your KvK number, BTW-ID, business name, and complete contact information
- Client Information: Collect recipient's full legal name, address, and any specific BTW number if applicable
- Transaction Details: List all products/services, quantities, unit prices, and delivery dates
- Payment Terms: Decide on payment deadline (typical Dutch terms are 14-30 days) and accepted payment methods
- BTW Calculations: Calculate correct BTW rates (21%, 9%, or 0%) for each item
- Invoice Numbering: Create a unique, sequential invoice number following your system
- Document Format: Our platform generates legally compliant Invoice Forms with all required Dutch elements
What should be included in an Invoice Form?
- Invoice Number: Unique, sequential identifier following your business system
- Business Identifiers: Your KvK number, BTW identification, and complete legal business name
- Date Information: Invoice date and delivery/service completion date
- Client Details: Full legal name, address, and BTW number (if applicable) of the recipient
- Transaction Details: Clear description of goods/services, quantities, unit prices, and total amounts
- Tax Breakdown: BTW percentage per item, total BTW amount, and final amount including BTW
- Payment Terms: Due date, payment methods, and bank account details
- Legal Statement: Reference to Dutch invoice requirements and applicable business terms
What's the difference between an Invoice Form and a Commercial Invoice?
An Invoice Form differs significantly from a Commercial Invoice in several key aspects, particularly in the Dutch business context. While both documents record business transactions, they serve distinct purposes and contain different legal requirements.
- Purpose and Scope: Invoice Forms are primarily for domestic transactions within the Netherlands, focusing on BTW calculations and local tax compliance. Commercial Invoices are used for international trade, containing additional customs information and export details.
- Required Information: Invoice Forms need Dutch-specific elements like KvK numbers and local BTW details. Commercial Invoices require international shipping terms, commodity codes, and country of origin declarations.
- Legal Framework: Invoice Forms follow Dutch tax law and local business regulations. Commercial Invoices must comply with both Dutch and international trade laws, including EU customs requirements.
- Usage Context: Regular Invoice Forms support everyday business transactions. Commercial Invoices facilitate customs clearance and international payment processing.
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