What belongs on an invoice
In the Netherlands, the tax authority (Belastingdienst) requires certain fields on every invoice. Below the list. FactuurSturen.app is a tool for creating and sending invoices — not an accounting app and not tax advice.
Mandatory fields
Name and address — yours and your client's
Full address of both sender (you or your business) and recipient. FactuurSturen.app pulls these from your settings and your client list.
VAT number and Chamber of Commerce (KvK) number
Your VAT identification number and (where applicable) your KvK number. Enter once in settings — appears on every invoice automatically.
Invoice number and date
A unique, sequential invoice number plus the date of issue. FactuurSturen.app numbers automatically using your own prefix (e.g. FF-2026-001).
Description, quantity and amount per line
What you delivered or did, with quantity/hours and the amount excluding VAT. Pick the VAT rate per line (0%, 9% or 21%).
VAT breakdown and total
VAT per rate listed separately, plus the total including VAT. FactuurSturen.app calculates this automatically.
Payment term and IBAN
The deadline by which your client must pay and the bank account they should pay into. Set once — appears on every invoice, optionally with a QR code.
Additional notes — when they apply
Reverse charge: "VAT reverse charged"
Selling a service to a business in another EU country? VAT is often reverse-charged to the customer. The invoice then states "VAT reverse charged" along with the customer's VAT number.
Small business scheme (KOR)
If you use the Dutch small business scheme (Kleineondernemersregeling), you don't charge VAT and add a note like "no VAT due to use of small business scheme" on every invoice.
Reference to a quote or order
If you sent a quote first, reference the quote number on the invoice. It makes it easier for both you and your client to trace, and helps if there's a dispute later.
Simplified invoice up to €100
For invoices under €100 (including VAT) the requirements are slightly relaxed — for example you can leave out the client's full address. For B2B, a full invoice is always wiser, even below that threshold.
Frequently asked questions
What if I don't have a KvK number?
Not everyone has one (think of certain exempt private-to-private cases). For regular businesses in the Netherlands, KvK registration is required. Unsure about your situation? Ask the Belastingdienst or a tax advisor.
Which VAT rate should I use?
It depends on what you deliver. 21% is the standard rate, 9% applies to specific services and goods (such as certain painting work in older houses), and 0% covers export among other things. Check the Belastingdienst for the rules that apply to your situation. FactuurSturen.app calculates whichever rate you pick per line.
How long do I have to keep invoices?
In the Netherlands the fiscal retention period is seven years (longer for certain data). FactuurSturen.app stores your invoices so you can always find them, but you remain responsible for your own administration.
Can I send invoices as PDF by email, or do they need to be printed?
A PDF by email is fully valid — provided the content meets the legal requirements and the invoice is not editable. PDFs from FactuurSturen.app are non-editable and sent in a way your client can use as proof of receipt. Paper is no longer required.
How quickly after delivery do I have to send the invoice?
In the Netherlands: by the fifteenth day of the month following delivery. Delivered on March 3? The invoice must be sent by April 15 at the latest. In practice you'll send it much sooner — you want to get paid sooner too.
Do I need to put my IBAN on the invoice?
Not legally required, but it makes sense. Without an IBAN your client doesn't know where to pay. FactuurSturen.app puts it on by default, optionally with a QR code so your client can pay with one scan.
What's the difference between invoice date and delivery date?
The invoice date is when you create the invoice. The delivery date is when you did the work or delivered the product. They're often the same. Sometimes they differ — for example when you invoice in arrears for work done in the previous month. Listing both is fine, and helps your client with their own bookkeeping.
Disclaimer
This explanation is informational — for your specific situation, consult the Belastingdienst (belastingdienst.nl) or a tax advisor. FactuurSturen.app helps you create invoices, not file your tax return.
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