Does a Dutch invoice have to be written in Dutch?
No. You can write it in a language your client understands, while still including the required business and VAT information.
A guide for expat freelancers in the Netherlands
How to send a ZZP invoice in the Netherlands: KvK, VAT ID and checklist
You can work in English and still issue an invoice that contains the information required for your Dutch business. Use this practical checklist before sending your next invoice.
All guidesThe core details on a Dutch ZZP invoice
An invoice should make the work, amount and parties clear to both you and your client. For a Dutch ZZP business, the document also needs consistent company, invoice and VAT information.
- Your legal or business name and address.
- Your client's name and address.
- Your KvK number and VAT identification number where applicable.
- A unique sequential invoice number.
- Invoice date and the delivery or service date.
- A clear service or product description, quantity or hours, and unit price.
- Net amount, VAT rate, VAT amount and total due.
- Payment due date and your IBAN.
KvK number, VAT ID and tax number
Your KvK number identifies your business in the Dutch Business Register. Your VAT ID is the number you use with customers and suppliers. They are not interchangeable.
After registering a sole proprietorship, KvK shares the registration with the Tax Administration, which sends the relevant VAT details. If you are unsure which number belongs on an invoice, check your official correspondence or ask an accountant.
VAT, KOR and EU business clients
The standard Dutch VAT rate is often 21%, but your own situation can differ. The KOR and cross-border B2B work have different invoice rules.
For many EU B2B services, the customer accounts for VAT. Check the customer's VAT ID and use the required reverse-charge wording, such as "VAT reverse-charged" or "btw verlegd". Ask an accountant about transactions you are not certain about.
Five invoice mistakes to avoid
Most avoidable errors are about missing information, unclear service descriptions or inconsistent numbering rather than the visual design of the PDF.
- Reusing an invoice number or leaving unexplained gaps.
- Omitting the service date when it differs from the invoice date.
- Using a vague description without scope, quantity, hours or rate.
- Mixing up net, VAT and gross totals.
- Leaving out a due date or payment details.
Frequently asked questions
Do I need a KvK number on my invoice?
For a Dutch-registered business, the KvK number is a key company detail on business documents and invoices.
Does SmartWerk replace an accountant?
No. SmartWerk helps you create organized invoices, quotes and payment reminders. An accountant remains the right source for individual tax advice.
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