How to Create a Professional Invoice: A Step-by-Step Guide (with Free Template)

Learn how to create professional, compliant invoices in the Netherlands with this step-by-step guide for freelancers and small business owners. Includes a free invoice template to simplify the process.

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If you’re a freelancer or small business owner in the Netherlands, sending proper invoices is key to getting paid on time. But what exactly needs to go on an invoice to meet Dutch tax rules (Belastingdienst)?

In this post, we’ll walk you through how to create a clear, professional invoice that’s fully compliant. Plus, you can download our free invoice template to make things even easier.

Why a Proper Invoice Matters

A good invoice is:

• Clear and professional – it helps clients trust you.

• Essential for taxes – the Belastingdienst requires it.

• Key for getting paid on time – no missing details = no payment delays.

If your invoice doesn’t include the right information, clients can reject it, and you might face tax issues later on.

What Must Be on Your Invoice?

Here’s what you must include to meet Dutch tax rules:

1. Your details: Business name, address, and KvK number (Chamber of Commerce).

2. Client details: Their name, address, and VAT number (if they have one).

3. Invoice number: A unique number for each invoice (e.g., INV-2024-001).

4. Invoice date: The date you’re sending the invoice.

5. Description: What you’re charging for (e.g., “Photography session – 3 hours”).

6. Amount: The total price before VAT.

7. VAT details: The VAT rate (21%, 9%, or 0%) and the VAT amount.

8. Total amount: The full price, including VAT.

9. Payment terms: How and when you expect to be paid (e.g., “Pay within 14 days to IBAN NL00BANK0123456789”).

What About VAT?

• If you’re registered for VAT, show the VAT rate and amount (e.g., 21%).

• If you use the small business exemption (KOR), write:
  “Vrijgesteld van omzetbelasting op grond van de kleineondernemersregeling (KOR).”

• If your client is in another EU country and you use reverse charge VAT, write:
  “Btw verlegd” or “VAT shifted.”

How to Create Your Invoice (Step-by-Step)

Here’s how to get it done quickly:

1. Download the Free Invoicing Template

2. Add Your Details
   Include your business name, address, KvK number, and VAT number (if you have one).

3. Fill in Your Client’s Information
   Add their name, address, and VAT number if needed.

4. Choose an Invoice Number
   Make sure it’s unique. For example: INV-2024-001.

5. Describe the Service or Product
   Be clear and specific, like: “Photography session – 3 hours.”

6. Add Pricing and VAT

   • Show the price before VAT.

   • Include the VAT rate (21%, 9%, or 0%).

   • Calculate the total including VAT.

7. Set a Payment Deadline
   Add a note like: “Please pay within 14 days to IBAN NL00BANK0123456789.”

8. Double-Check and Send
   Save the invoice as a PDF and email it to your client.

Creating invoices doesn’t have to be complicated. By including the right details and using my free template, you can save time, look professional, and make sure you get paid.