What Information Must an Invoice Include for VAT Administration?

It’s also a legal requirement by the Dutch Tax Authority to keep a clear and accurate administration in which you can demonstrate your income and expenses.

The following information must always be included on an invoice:

• Your business name (the official name as registered with the Chamber of Commerce)
• Your business address
• The customer’s business name
• The customer’s address (a P.O. box is not allowed)
• Your VAT identification number (starting with "NL")
• Your Chamber of Commerce (KVK) number
• The invoice date – this is the date the invoice is sent. Backdating is considered fraud.
• The invoice number – this must be in a sequential series and each number may only be used once. Make sure there are no gaps in the sequence.
• A description of the goods or services delivered, including quantity and price
• The delivery date – when the goods or services were actually provided
• The amount charged, excluding VAT
• The VAT rate applied
• The total VAT amount

Gekko makes this process simple. If you manage your invoices, hours, expenses, and trips within the Gekko system, you're already off to a strong start with your bookkeeping.

However, it's still your own responsibility to keep your administration up to date. We recommend doing this regularly, so you don’t have to figure everything out retroactively.