Example of an e-invoice

The invoice number is the number you use for your e-invoice. If you create a credit invoice, please add a sequence number.

The invoice date is the date on which you are sending the invoice.

Indicate a general description of the goods or services you have supplied.

The order number or reference is a number that your client sends when placing their order with you. Your client may sometimes use a different word for this such as: reference number, order reference, purchase order number, resource expenditure number, order number/reference. These are different words, but they refer to the same thing.

The invoice always relates to 1 purchase order.

Please note! Fill in the order number accurately. If you enter the incorrect order number/reference (for example, with spaces, dots, the incorrect number or the word ‘order number’), your client will take longer to pay or your e-invoice will not be paid.

Your order letter may also contain order line numbers. Each product or service has a separate order line, and each line has a separate order number.

If your client says in the order letter that you should quote the order line numbers (or position numbers) on your e-invoice, you should copy the line numbers in your e-invoice 1 by 1.

In the Supplier Portal, if your client has set this up, you can put the order line number associated with each invoice line.

You must fill in the VAT rate. These are the VAT rates in the Supplier Portal: 0%, 9%, 21% or VAT REVERSE-CHARGED.

If you want to use VAT EXEMPT, select 0% and enter ‘VAT EXEMPT’ under ‘Description’. Check the Dutch Tax Administration's guidelines to see which VAT rate you should use.

VAT rates – Dutch Tax and Customs Administration (in Dutch)

On the e-invoice, enter the name and address of your company:
•    name of your company
•    street name + house number/PO box number
•    postcode
•    town/city
•    country

If you are going to use the Government Supplier Portal, you can register yourself with a CoC or DUNS number.
When you register your company in the Trade Register, you will be given a unique 8-digit Chamber of Commerce number. A CoC number shows that you are officially registered with the Chamber of Commerce.
The DUNS number is a 9-digit number used to identify companies worldwide. This is only required if your company is registered outside of the Netherlands and you do not have a CoC number.
A leading zero ‘0’ may need to be included to arrive at a 9-digit DUNS number.

Your VAT identification number (VAT ID) must always be specified on an official invoice, including for the Central Government.
The Dutch VAT number looks as follows:

• NL country code
• 9 digits
• letter B and
• a 2-digit control number.

For example: NL123456789B01.

If you are self-employed, you will also have a sales tax number (OB number). You only use this number in your contact with the Tax Administration. In other words, not for e-invoicing.

This is your own email address. You will not receive a confirmation if your e-invoice has been successfully received. You will receive an email to this address, however, if sending your e-invoice has been unsuccessful.

Fill in your client’s name and address details on the e-invoice:
•    company name
•    street name + house number
•    postcode
•    town/city
•    country

Each Central Government organisation has its own 20-digit Organisation Identification Number (OIN). The Central Government organisation uses this number to safely exchange information with contractors and organisations.
If you are sending an e-invoice from your accounting package, fill in your client's OIN. You can often add the OIN to your client’s details in the accounting package. The OIN is stated in the order letter. Are you unsure which OIN to use on your e-invoice? Ask your contact person from your client.
If you are using the Supplier Portal for your e-invoice, the OIN is linked to the organisation that you select.