What must be on an invoice?
The Dutch tax office (Belastingdienst) has a fixed list. If something is missing, your client can't reclaim the VAT. This is that list, with an example.
Invoice 2026-031
Bakkerij de Zon
Fatima el Amrani
| Design of order page | 24 × € 85,00 | € 2.040,00 |
| Hosting October | 1 × € 25,00 | € 25,00 |
- Subtotal
- € 2.065,00
- VAT 21%
- € 433,65
- Total
- € 2.498,65
Complete for an e-invoice
The list
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Your name and address. Your company name as registered at the KvK, and your business address.
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Your VAT ID and your KvK number. Your VAT identification number (not your VAT tax number) and your Chamber of Commerce number.
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Your client's name and address. With reverse charge and for a client in another EU country, also your client's VAT number.
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A unique invoice number. In sequence, without gaps. One series per year is fine, like 2026-001, 2026-002.
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The invoice date. And the date you did the work or delivered, if that is different.
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What you supplied. A clear description with quantity and price, like 24 hours of design at € 85.
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The amount without VAT, per rate. With the VAT rate and the VAT amount, also per rate.
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A reason if there is no VAT. Like "btw verlegd" (reverse charge), an exemption or the KOR.
Not required, but handy
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Your IBAN and a payment term. So your client can pay right away, and knows by when.
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Your client's reference. A project name or order number, so the invoice reaches the right department.
When to send, and how long to keep
Send an invoice to a business no later than the 15th day of the month after the supply. Keep your invoices for seven years, the digital ones too.
An e-invoice needs a little more
An e-invoice (UBL) wants everything in fixed fields, so also your and your client's country code, and your client's VAT or KvK number.
What is an e-invoice?The app sees what is still missing
Bills & Friends puts everything on this list on your invoice, and shows for every invoice what it still needs to be an e-invoice, like your IBAN or your client's VAT number.
Questions
Must my KvK number be on the invoice?
Yes. That comes from the Trade Register Act, not from the VAT rules, but it belongs on it.
Can I change an invoice I already sent?
No. You make a credit invoice with its own number that cancels the old one, and then a new invoice if needed.
Must an invoice be on paper?
No. A PDF or an e-invoice is just as valid, as long as your client agrees.
Would you send your invoices with this?
Bills & Friends is new. Whether I turn it into a complete product depends on your answer. It's three questions.