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How to create a professional invoice? Complete step-by-step plan

Updated on 23 juni 2026 · FactuurMakenOnline.nl

An invoice may seem simple, but there are legal requirements for what it must contain. This step-by-step plan helps you put together a correct, professional invoice — manually or automatically via invoicing software.

What must legally be on an invoice?

According to the Dutch Tax Authority (Belastingdienst), an invoice must contain at least the following details:

A unique, sequential invoice number
The invoice date
Your full company name and address
Your Chamber of Commerce (KVK) number and VAT identification number
The name and address of your customer
A clear description of the goods or services supplied
The quantity and date of delivery
The amount excluding VAT
The VAT rate applied (21%, 9% or 0%) and the VAT amount
The total amount including VAT

Step 1: Choose an invoice numbering system

Invoice numbers must be sequential — you may not skip or reuse numbers. A commonly used format is YEAR-SEQUENCE, for example 2026-0001. Invoicing software generates this automatically, which prevents mistakes.

Step 2: State the correct VAT

Most services and products fall under the 21% VAT rate. A reduced rate of 9% applies to, for example, food products, books and certain services. If you export abroad, a 0% rate may apply — in that case always state the reason (for example "VAT reverse-charged" for services to businesses in the EU).

Step 3: Set a payment term

In the Netherlands, a reasonable payment term of 30 days applies by default, unless you agree otherwise. Clearly state the due date on the invoice so there is no ambiguity.

Step 4: Send and keep the invoice

Sending an invoice by e-mail is legally valid in the Netherlands. Keep all your invoices for at least 7 years — this is the statutory tax record-keeping obligation.

Tip: with invoicing software like FactuurMakenOnline.nl, invoice numbering, VAT calculation and record-keeping are handled automatically, and you can add an iDEAL payment link or QR code right away so customers pay faster.

Common mistakes

Skipping invoice numbers or using them twice
Forgetting to state the VAT number
No clear description of the service/product
Applying the wrong VAT rate