Legal Templates
Expense Invoice

Expense Invoice for the Netherlands

Expense Invoice Template for Netherlands

A standardized financial document used in the Netherlands for claiming and recording business-related expenses, compliant with Dutch tax legislation and VAT requirements. This document serves as an official record for expense reimbursement, containing detailed itemization of costs, applicable VAT calculations, and necessary supporting information. It adheres to Dutch fiscal regulations, including the Value Added Tax Act (Wet op de omzetbelasting 1968) and must maintain specific elements required by the Dutch Tax Authority (Belastingdienst) for proper expense documentation and tax compliance.

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What is a Expense Invoice?

An Expense Invoice is a crucial financial document used in Dutch business operations for recording and claiming business-related expenses. This document type is essential for maintaining accurate financial records and ensuring compliance with Dutch tax regulations and accounting standards. It is commonly used when employees, contractors, or business entities need to claim reimbursement for business expenses, providing a standardized format that includes all necessary information required by the Dutch Tax Authority (Belastingdienst). The document must comply with Dutch VAT legislation and include specific elements such as VAT numbers, detailed expense breakdowns, and appropriate tax calculations. The Expense Invoice serves as both a request for reimbursement and an official record for tax and accounting purposes.

What sections should be included in a Expense Invoice?

1. Invoice Header: Contains invoice number, date, and unique identifier

2. Supplier Details: Full legal name, address, VAT number, KvK (Chamber of Commerce) number, and contact information of the supplier

3. Customer Details: Full legal name, address, and any relevant registration numbers of the customer

4. Expense Details: Itemized list of expenses with descriptions, quantities, and individual amounts

5. Subtotal: Sum of all expenses before tax

6. VAT Details: Applicable VAT rate(s) and amount(s)

7. Total Amount: Final amount including VAT in EUR

8. Payment Information: Bank account details, payment terms, and due date

9. Invoice Footer: Legal statements, reference numbers, and any required statutory information

What sections are optional to include in a Expense Invoice?

1. Purchase Order Reference: Include when the expense relates to a specific purchase order

2. Project Code: Add when expenses need to be allocated to specific projects or cost centers

3. Currency Exchange: Include when expenses were incurred in a different currency

4. Approval Details: When pre-approval was required for expenses

5. Travel Details: For travel-related expenses, including dates and destinations

6. Cost Center Allocation: When expenses need to be split across different departments or cost centers

What schedules should be included in a Expense Invoice?

1. Receipt Attachments: Copies or scans of original receipts for the claimed expenses

2. Mileage Log: For automotive expense claims, detailed log of distances and purposes

3. Per Diem Calculation: For daily allowance claims, breakdown of calculations based on applicable rates

4. Currency Conversion Documentation: Official exchange rates used for foreign currency expenses

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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Jurisdiction

Netherlands

Publisher

Genie AI

Document Type

Invoice Form

Sector

Sales

Cost

Free to use
Relevant Industries

Professional Services

Consulting

Technology

Manufacturing

Retail

Healthcare

Education

Financial Services

Construction

Transportation and Logistics

Hospitality

Real Estate

Non-profit Organizations

Public Sector

Energy and Utilities

Relevant Teams

Finance

Accounting

Administration

Procurement

Operations

Human Resources

Sales

Compliance

Tax

Accounts Payable

Relevant Roles

Financial Controller

Accountant

Finance Manager

Accounts Payable Specialist

Expense Coordinator

Business Analyst

Project Manager

Sales Representative

Consultant

Administrative Assistant

Office Manager

Tax Specialist

Compliance Officer

Procurement Manager

Travel Coordinator

Industries
Dutch Value Added Tax Act (Wet op de omzetbelasting 1968): Main legislation governing VAT in the Netherlands, including requirements for VAT on invoices, rates, and exemptions
Dutch Civil Code (Burgerlijk Wetboek) Book 2 and Book 6: Contains general provisions about business documentation and invoice requirements, including legal obligations for business transactions
Dutch Tax Record Keeping Requirements (Administratieplicht): Specifies requirements for maintaining business records, including invoice retention periods (typically 7 years)
EU Directive 2006/112/EC: European VAT directive that influences Dutch VAT legislation and specifies invoice content requirements
Dutch General Administrative Law Act (Algemene wet bestuursrecht): Contains general provisions about administrative procedures and requirements for business documentation
Dutch Income Tax Act 2001 (Wet inkomstenbelasting 2001): Relevant for expense deductions and requirements for expense documentation for tax purposes
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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