Invoice template — for your first or last invoice
You're looking for an invoice template. Maybe for a single invoice, maybe for repeated use. Below is honest advice: what should be on it, when a template is enough, and when a tool is faster. No empty Word document to download — but enough explanation to build one yourself, or understand why a tool sometimes fits better.
What needs to be on an invoice template
At the top: your details
Company name, address, postal code, city, KvK number, VAT number, IBAN, optional logo. Everything your client and the tax authority need to identify you.
Client details
Name (of business or person), address, postal code, city. For business clients also their VAT number if they have one.
Invoice number and date
Unique number in increasing order (e.g. 2026-001) and the date you create the invoice.
Line description + amount
Per service or product: description, quantity, price per unit, VAT rate, total excluding VAT. Enough detail that the client can read what they're paying for.
VAT breakdown at the bottom
Total excluding VAT, VAT amount per rate, total including VAT. Required on every invoice with VAT.
Payment terms + IBAN
When it needs to be paid (14 or 30 days is common), on which account, optionally a payment reference.
A template works when…
You send at most 1-2 invoices per month
For low volumes the cost of a tool doesn't outweigh the time saved. Template fine.
You have steady clients and products
If your template is set up once and you rarely change things, it doesn't need frequent updates.
You don't need to send reminders
Clients always pay on time? Then you don't miss that tool feature.
A tool works better when…
You send more than 3 invoices per month
Time saved of 10-15 minutes per invoice adds up. A €2/month tool pays for itself fast.
You lose track of numbers, VAT or dates
A template enforces nothing. A tool tracks numbering, calculates VAT, stores everything.
You want automatic reminders
Paid late? Tool sends a friendly reminder — automatically, at the right moment.
You want overview: who paid, who didn't
A tool shows in one screen which invoices are open. In a template that overview doesn't exist.
Frequently asked questions about invoice templates
Is a free online template good enough?
For one one-off invoice an online template (like from KvK or the tax authority) can work. Watch out: some online generators put their logo on your invoice or save your data. Read the terms carefully before sending anything.
Is a Word template professional enough?
If your template has the right details and is neatly laid out, it's fine. Clients look more at what's on it (correctness, clarity) than at whether the PDF came from a tool or Word.
Can I make up my own invoice numbering?
Yes, as long as it's unique and increasing. 001, 002, 003 works. 2026-001, 2026-002 works. FS-2026-001 works. Important: never the same number twice, and the sequence must be logically followable for your records and any audit.
Where do I get my KvK number and VAT number?
KvK number is on your KvK extract — request it at kvk.nl. VAT number (omzetbelasting) you get from the tax authority after registering as an entrepreneur. Both are also in MijnBelastingdienst Zakelijk when logged in there.
What if I overwrite my template and lose the previous invoice?
Many people open their previous invoice, adjust and save — then the previous is gone. Better: make a copy, rename to the new invoice number, then adjust. Or: use a tool that keeps each invoice as a separate entity.
Template too tight?
FactuurSturen does it in 2 minutes. 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.