Invoicing guides: examples and practical advice
Make your next invoice easier to manage. These guides cover what an invoice must contain, VAT on your invoices, late payments and e-invoicing, with examples for businesses in the Netherlands and Belgium.
Creating invoices
What an invoice must contain, how to number it and how to correct one.
Invoice requirements in the Netherlands and Belgium: checklist
Invoice requirements in the Netherlands and Belgium: all mandatory details with examples, KVK and enterprise numbers, deadlines, reverse charge and Peppol.
Sample invoice and free invoice template in Word and Excel
See a filled-in Dutch sample invoice and download a free invoice template in Word or Excel, with VAT per rate, plus reverse charge, KOR and EU variants.
Invoice email template: what to write when you send an invoice
Three invoice email templates, subject lines accounts teams can find and when emailing a PDF invoice is allowed in the Netherlands and Belgium.
KVK number on invoices: what Dutch and Belgian rules require
When must your KVK number or Belgian enterprise number be on an invoice? Dutch and Belgian rules, VAT ID vs. tax number, customer details and Peppol IDs.
Invoice numbering: a simple system that keeps records clear
Choose an invoice numbering format with practical examples. Keep records consistent when changing software, starting a new year or following up on payment.
Credit note rules for the Netherlands and Belgium, with example
How to issue a credit note in the Netherlands or Belgium: when you need one, what to include, how the VAT correction works, Peppol rules and an example.
Pro forma invoice: meaning, VAT rules and when to use one
What is a pro forma invoice? Learn how it differs from a quote and an advance invoice, with VAT rules for the Netherlands and Belgium and a worked example.
How long to keep invoices in the Netherlands and Belgium
How long to keep invoices in the Netherlands and Belgium: 7-year rules, real estate exceptions, scans, PDFs and Peppol e-invoices, plus a checklist.
VAT on your invoices
Reverse charge, invoicing without VAT and customers in other countries.
Reverse charge VAT in the Netherlands and Belgium, with examples
Reverse charge VAT in the Netherlands (btw verlegd) and Belgium (medecontractant): when it applies, what your invoice must state, with worked examples.
Invoice without VAT: Dutch KOR and Belgian small business rules
When can you send an invoice without VAT in the Netherlands or Belgium? The KOR and small business exemption rules, the required wording and an example.
Invoicing foreign customers: Dutch and Belgian VAT rules compared
Invoicing foreign customers from the Netherlands or Belgium? Learn when VAT is reverse charged, zero-rated or exempt and what each invoice must state.
Getting paid
Reminders, statutory interest and collection costs when a customer pays late.
Payment reminder emails: two examples for overdue invoices
Write a clear payment reminder with two business email examples, a pre-send checklist and practical ways to follow up on an unpaid invoice.
Late payment interest in the Netherlands and Belgium: 2026 rates
Late payment interest for July to December 2026: 10.4% in the Netherlands and 10.5% in Belgium, plus the €40 fee, collection costs and consumer rules.
E-invoicing and Peppol
E-invoicing rules in the Netherlands and how to register on Peppol.
E-invoicing in the Netherlands: rules now and from 2030
Is e-invoicing mandatory in the Netherlands? See the rules for government invoices, the 2030 plan for B2B, the Belgian Peppol mandate and how to prepare.
What is Peppol and how does it work? A plain explanation
Peppol is the network invoicing software uses to send e-invoices to each other. How it works, what it costs and when you need it in the Netherlands or Belgium.
Peppol registration: how to get and check your Peppol ID
Peppol registration for Belgian and Dutch businesses: which Peppol ID you need (0208, 0106, 9944), how to check it and how to switch providers.
Free Peppol e-invoicing in Belgium and the Netherlands: your options
Can you send Peppol invoices for free? The free options in Belgium and the Netherlands, their limits, and when a flat-price invoicing app costs less.
Belgium’s 120% e-invoicing tax deduction: rules and example
Sole traders and small companies in Belgium can deduct 120% of e-invoicing software costs through 2027. Which costs count, who qualifies and a worked example.
Quotes and workflow
From quote to invoice, and choosing between Excel and invoicing software.
How to write a quote in the Netherlands and Belgium, with example
How to write a quote for clients in the Netherlands or Belgium: what to include, how long it stays valid, VAT for consumers, a full example and invoicing.
Excel invoices or invoicing software: choose your workflow
Compare an Excel invoice template with invoicing software. Learn when a spreadsheet works well and how to switch while keeping your records connected.
Free tools
Calculate VAT, look up a Peppol ID, open a UBL invoice or download an invoice template.
Put the advice into your next invoice
Create branded invoices, reuse customer details and keep track of your invoices on desktop and mobile.
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