As a self-employed person, sending invoices is an essential part of your business. Not only is it mandatory to invoice correctly and clearly, but it also ensures that you get paid for your work. In this blog, you will read how to create invoices that comply with legal requirements and appear professional.
An invoice is an official document in which you state what you have delivered to a customer and the amount to be paid for it. This can be a product or a service. A correct invoice is important for your records and those of your customer.
Mandatory elements of an invoice
In the Netherlands, an invoice must meet a number of legal requirements. The tax authorities state that you must include your details, such as name, address, KvK number and VAT number.
Customer details such as name and address are also mandatory. Furthermore, each invoice must have a unique and continuous invoice number, include the invoice date and a description of the delivery.
In addition, the amount excluding VAT, the VAT rate applied, the VAT amount, the total amount including VAT, the payment term and your bank details should be clearly stated on the invoice. For more details on these requirements, you can read our extensive blog on invoice requirements.
How to create an invoice?
You can create invoices in different ways, depending on your preference and the volume of your work:
Manual: Use a programme such as Microsoft Word or Excel. Create a template that contains all the mandatory items. This is suitable if you send few invoices.
Invoicing software: There are many programmes designed specifically for entrepreneurs, such as Moneybird, e-Bookkeeping or Exact Online. This software automates many processes, such as VAT calculations and continuous invoice numbers.
Online tools: Free tools such as Invoice Simple or platforms offering standard invoice templates are ideal for start-up self-employed people.
Tips for professional invoices
- Use a corporate identity: Add your logo and use colours that match your branding.
- Check for errors: An incorrect invoice can cause delays in payment.
- Send on time: Don’t wait too long to invoice, that way you will stay financially sound.
- Keep it clear: Make sure the most important information is clear at a glance.
What to do in case of an unpaid invoice?
Should a customer fail to pay your invoice, you can take the following steps:
- Send a reminder: This can be done by e-mail or post.
- Call the customer: Sometimes a phone call helps speed up payment.
- Using a collection agency: If a reminder does not work, you can use a collection agency.
Creating invoices is not complicated, but it needs to be done carefully. By using a good structure and possibly using software, you can save time and avoid mistakes. A clear and professional invoice ensures smooth payment and leaves a good impression with your customers. Good luck with your business!
