How do I make my first invoice?
Just started, first client delivered, and now an invoice needs to go out. No idea what to put on it, which VAT rate to use, how to number it or whether there are rules. Don't panic — it's much simpler than it looks. Below is an explanation in plain words, and after that we show how FactuurSturen does it for you so you don't miss anything.
What goes on an invoice?
Your details
Company name, address, KvK number, VAT number, IBAN. All required for a valid invoice in the Netherlands.
Client details
Name (of business or person), address, optionally the VAT number if you invoice another business. No email address on the invoice itself — you use that to send it.
Invoice number + date
Each invoice gets a unique number in increasing order. Start at 001 or 2026-001 — pick what you like, but be consistent. Date is the day you create and send it.
What you delivered + amount
Per line: description (what did you do?), quantity, price per unit, VAT rate, total. At the bottom the total including VAT.
VAT breakdown
Sum of the net amount, the VAT amount (per rate), and the total. Required for clients who need to deduct VAT.
Payment terms + IBAN
When does it need to be paid (14, 30 days — your choice). Which account (your IBAN). Optionally a payment reference.
Step by step to your first invoice
What you do, in order, to send your first invoice today.
1. Gather your details
KvK number (on your KvK extract), VAT number (from the tax authority after registration), your IBAN. Pick the company name as it should appear on the invoice.
2. Choose your numbering system
Easiest: start with invoice 2026-001 and count up to 2026-002, 003 etc. At year-end reset to 2027-001. Or just start at 001 and keep counting. Most important: consistent and increasing.
3. Describe the work
No jargon needed, just clear. Not "DVL per quote 12-3" but "Painting living room, 2 days". Your client should be able to read what they're paying for.
4. Pick the VAT rate
21% is standard. For certain services (hairdressers, restaurants, sports lessons to individuals) it's 9%. For services to foreign business clients usually 0% with reverse charge. Ask your accountant or check the tax authority website if unsure.
5. Build the invoice
Word works, Excel works, a tool like FactuurSturen works. Important: everything above is on it. Save as PDF (Word: "Save as PDF").
6. Send and store
PDF by email to the client, with a short friendly note. Store the PDF for your records — as an entrepreneur you're required to keep invoices for 7 years.
Why most people don't stick with Word
You have to track numbers yourself
In Word you forget numbers, use duplicates, or skip one. With a tool that doesn't happen.
Calculating VAT is error-prone
Especially with multiple rates or switching between inclusive/exclusive. A tool gets it right automatically.
You forget to send reminders
Someone doesn't pay, you're busy, you forget to remind. Money comes in late or not at all. A tool sends automatically.
Retyping clients and products each time
For regular clients and services that's lost time. A tool remembers them for you.
Make your first invoice in 2 minutes with FactuurSturen
No learning curve, no jargon. Sign up for early access.
What does it cost?
From €2 per month. All features in every plan. Cancel monthly.