Invoicing and VAT
When you sell something to one of your clients, normally you will send an invoice. The Dutch government has set some demands on how you are oblidged to be invoicing.
On an invoice, at least the following should be stated:
• The date that the supplies or activities are delivered ;
• The date of issue of the invoice;
• The date of any prepayment;
• The due date of the payment
• Your own name and address;
• Your Tax number;
• Your Chamber of comerce registration number;
• The invoice number (invoices must be numbered consecutively);
• Name and address of the client;
• A clear description of the activities or goods;
• The fee(s) and the total sum of fees (without VAT);
• The correct VAT rate (21%, 9% or 0%);
• The VAT amount that the clients has to pay (specifying a different amount than the VAT tax is not allowed);
• The total amount that needs to be payed (fees plus VAT);
• The VAT-number of the client in case the VAT is transferred to the client and;
• If applicable put on invoice: ‘VAT shifted to client’ or 'reversed charge method'.
Please note: Extra charges like travel expenses should be included in the tax calculation. An invoice must be made within 15 days after the end of month in which the work was done. If you fail to properly set up an invoice, it may result in loosing the right to deduct or reclaim VAT.
Sending Invoices with reverse charging VAT
If you supply goods or activities to business clients in other EU Member States, you’re sometimes allowed to reverse charging the VAT to the client. This is possible under strict conditions. The most important thing is that the transfer is reported on the invoice ('reversed charge method') and the VAT number of the client must be noted on the invoice.
Also, if you receive an invoice you need to make sure it meets the requirements. Are you paying a Dutch invoice from a non-Dutch bankaccount? Bear in mind that fees are charged for payment orders from outside the Netherlands. You bear the cost of these fees.
Suggested reading on invoicing
Do want to know more about which VAT rate applies to your goods or services? This article explains when (and when not) a reduced tariff applies. The Dutch Tax Authorities provides with more information on invoicing requirements on their website.
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