Must the first invoice be in Dutch?
No. Use a language the client understands (often NL or EN), as long as required Dutch fields are present.
Practical guide for freelancers in the Netherlands
First ZZP invoice in the Netherlands in 5 minutes (step by step)
You do not need to learn a Dutch-only tool from scratch. Fill your profile, add a client and send the invoice — work in a clear UI, with a document that follows NL rules. Roughly five minutes.
All guidesWhat to prepare before you start (2 min)
Gather the basics once. SmartWerk reuses them on every later invoice.
This guide is not tax advice: for KOR, reverse charge or unusual EU cases, confirm with your accountant.
- KvK number and business address as registered.
- VAT ID if you charge VAT (KOR rules may differ).
- IBAN for SEPA transfer.
- Client name, address and email.
- Service description, amount and VAT rate.
Step 1 — Business profile
Enter your name, address, KvK, VAT ID and IBAN. Those fields appear on the PDF automatically.
Step 2 — Add the client
Save the client once. Reuse them on the next quote or invoice instead of retyping.
Step 3 — Create the invoice
Add line items, quantity or hours, price and VAT. Set a unique number and due date. Check net / VAT / total before sending.
- Description the client understands.
- Correct VAT rate or reverse-charge note when applicable.
- A concrete due date.
Step 4 — Send or download the PDF
Your UI language can stay comfortable for you while the client document is Dutch or English. Email it or download the PDF for your bookkeeper.
Step 5 — Client link (payment details)
The client can open a secure link with amount, IBAN, invoice number as payment reference and PDF download — without logging into your account.
That supports bank transfer.
Common first-invoice mistakes
Do not confuse a Dutch invoice with Polish KSeF, omit KvK, send a PDF without IBAN, or leave the payment reference empty — matching the transfer becomes harder.
- KvK (and VAT ID when relevant) on the document.
- IBAN and invoice number in the payment instructions.
- Document language matched to the client (NL or EN).
- Continuous invoice numbering.
Frequently asked questions
Is this the same as KSeF?
No. KSeF is the Polish e-invoice system. SmartWerk is built for ZZP in the Netherlands (KvK, VAT ID, IBAN).
What should the payment reference be?
The invoice number (for example INV-2026-001) so you can match the transfer.
Do I need a card to start in SmartWerk?
No. Launch access is free and does not require a card.
What if I do not have a VAT ID yet (KOR)?
KOR can change how VAT appears on invoices. Read the BTW and KOR guide, complete your profile for your situation and ask your accountant if unsure.
How does the client open the invoice without logging in?
Via a secure public link from email: amount, IBAN, invoice number and PDF download.
What after the first invoice — contract or CV?
For a larger job, add a ZZP contract. For project applications, use a freelancer CV. Both live in the same product as invoices.
Related guides
How to send a ZZP invoice in the Netherlands: KvK, VAT ID and checklist
A practical Dutch ZZP invoice checklist for expat freelancers: KvK, VAT ID, invoice numbering, VAT, IBAN and client details.
VAT reverse charge for EU clients: Dutch ZZP invoice guide
When should a Dutch ZZP freelancer use VAT reverse charge? A practical guide for EU B2B invoices, VAT IDs and required wording.
Freelancer contract in the Netherlands: ZZP checklist
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Payment reminder for an overdue invoice in the Netherlands: a ZZP guide
A practical guide for freelancers in the Netherlands: how to send a payment reminder, what to include and how B2B and consumer cases differ.
Dutch invoice with a Polish interface: UI language vs document language
How to issue a Dutch invoice (KvK, VAT, IBAN) while working in a Polish UI. The difference between interface language and client document language — not KSeF.
BTW and KOR for ZZP in the Netherlands: when to charge VAT
Dutch BTW, VAT ID and the KOR (Kleine Ondernemersregeling) for freelancers: €20,000 threshold, invoices without VAT, pros and cons, and what to set in SmartWerk.
Quote → invoice → reminder: ZZP workflow in the Netherlands
Run the full Dutch ZZP chain: quote (offerte), convert to invoice, invoice share link and payment reminder — without spreadsheets or lost email threads.
Create your first Dutch ZZP invoice
Start free, no card. Clear workflow with KvK, VAT ID and IBAN — then contracts and freelancer CV in the same account.
Free access during launch. No card required.