An invoice that does not meet the requirements can cause your customer problems when claiming back VAT. And you will notice that in your payment term. Fortunately, the list is clear. These are the details the Belastingdienst mentions.
The checklist
If you are required to invoice, always include the following on your invoice:
- Your full name and that of your customer (the legal name, or the trading name if it is listed with the KVK along with an address and place of residence).
- Your full address and that of your customer: the address where the business is actually based, not just a PO box.
- Your VAT identification number (the number starting with NL).
- Your KVK number, if you are registered with the KVK.
- The date on which you issue the invoice.
- An invoice number from a sequential series. Each number may only appear once.
- What you have supplied and how much: for goods, the type and quantity; for services, the type and scope.
- The date on which you supplied the goods or services, or the date of an advance payment.
- The amount excluding VAT, broken down by VAT rate, and the unit price where applicable.
- The VAT rate and the VAT amount.
Who must issue invoices?
You issue an invoice for everything you supply to other businesses and to legal entities that are not businesses, such as associations and foundations. You usually do not need to send an invoice to private individuals, with a few exceptions. Many business owners do so anyway, because it is tidy and makes payment easier.
Sometimes different requirements apply
If the invoice amount is €100 or less (including VAT), you may include fewer details. If you do business abroad or apply the reverse charge, extra details must be included, such as your customer's VAT number.
How long do you keep invoices?
You keep all invoices you send and receive for 7 years. You keep invoices relating to immovable property for 10 years. You keep them in the form in which you sent or received them: so a digital invoice must be stored digitally. Scanned receipts are also acceptable, provided the scan is a true and complete representation of the original.
