If you’re an established freelancer—also known as a ZZP’er in the Netherlands—you likely already know the importance of good invoicing practices. Invoices are how you get paid and comply with tax rules, but the process can be confusing. Forgetting value-added tax (VAT), sending the invoice too late, or not including the correct client information can cost you time, money, and credibility. Below, you’ll find everything you need to create an effective ZZP invoice.

What’s in this article?

• Why is creating well-made invoices so important for ZZP’ers?
  
• What are the legal requirements for invoicing in the Netherlands?
  
• How do you create an invoice as a self-employed person?
  
• What tools and templates can help with invoicing in the Netherlands?
  
• How do you invoice international clients as a ZZP’er?
  
• What are best practices for getting paid on time as a ZZP’er?
  
• How Stripe Invoicing can help
  

Why is creating well-made invoices so important for ZZP’ers?

Your invoice is your paycheck when you’re self-employed. It’s how you get paid, keep your books in order, and comply with tax law. Maintaining clear, accurate, and detailed invoicing can also set the tone for how clients treat you and how well your business runs.

There are three major reasons invoicing matters for ZZP’ers:

• Taxes: You’re responsible for charging VAT, tracking your income, and keeping records for the Dutch tax authority, the Belastingdienst. Otherwise, you risk delays, corrections, or fines.

• Business reputation: A clear, detailed invoice shows your clients you’re organized and running a legitimate business. That goes a long way, especially if you’re billing larger companies or working with international clients.

• Recordkeeping: Strong invoicing practices provide a record of what’s owed and what’s been paid. They help with budgeting, cash flow planning, and filing taxes. If a client ever questions a charge, the invoice is your first line of defense.

What are the legal requirements for invoicing in the Netherlands?

Invoices are official tax records in the Netherlands, which means there’s a nonnegotiable list of details every invoice needs to include, along with rules about how and when you send them. If you skip any of it, your client might not be able to pay you, or you could encounter issues during a VAT audit. Here’s what the Dutch tax authority expects from every invoice, every time.

Business information

You must include:

• Your business name and address, business registration number (KVK), and VAT identification number (if you’re VAT-registered)

• The client’s full name and address

• A unique invoice number that fits a continuous numbering sequence (no skipping numbers, no going out of order, and no reusing the same number twice)

• The date the invoice is issued

• The date the product or service was delivered

• A short but specific description of what you did or sold

• The VAT rate, VAT amount (or exemption note), and the total due, inclusive of VAT

VAT compliance

If you’re charging VAT, it has to be calculated correctly and shown clearly. If you’re not charging the tax (because you’re eligible for the small businesses scheme, for instance), it’s helpful to explicitly state that. If the reverse charge rule applies for your EU-based clients, include their VAT ID on the invoice as well, along with a note explaining the reverse charge.

Timelines

You need to issue your invoice no later than the 15th of the month following the month you delivered the product or service. If you finish a job in June, the invoice has to be dated and sent by July 15. Late invoices can complicate VAT filings for both you and your client.

Recordkeeping

You’re legally required to keep all invoices for 7 years (or 10, if you work in real estate). Digital or paper is acceptable, as long as your records are complete and accessible. This can be typically handled automatically with invoicing software. Whatever system you use, make sure everything is backed up and organized.

How do you create an invoice as a self-employed person?

An effective invoice should reinforce your professionalism. Well-structured, easy-to-read invoices cut down on messages back and forth, speed up payments, and remind clients to treat your business seriously. Here’s how to prepare an invoice.

Start with a clean layout

Use a logical structure, with your business details at the top, followed by client information, then invoice metadata (e.g., number, date), and finally the line items and totals. Use consistent fonts and spacing, and make sure the total due and due date are easy to find.

Describe your work clearly

Each itemized line should explain what you did and how you’re charging for it. Include the rate, quantity, and total per line. Vague or overly simplified summaries can slow down getting paid and raise questions. If the client needs internal approval or accounting review, provide them with what they need to get it done quickly.

Be precise with the numbers

Triple-check your math. Show the subtotal, VAT rate and amount, and the grand total. If you’re applying a 21% VAT rate, make that explicit: show the base amount, the VAT line, and the total. If you’re VAT-exempt, explain why.

Make payment easy

Include your International Bank Account Number (IBAN) and the name of your bank. If you use other payment methods (such as payment links or credit cards), mention those as well. The less your client has to think about how to pay you, the faster the money can show up in your account.

Include payment terms

“Payment within 30 days” is standard, but if you’ve agreed on different terms, make this clear. Always include either a time frame (“within 14 days”) or a specific date (“due by July 30, 2025”). Otherwise, clients might decide for you.

Add a human touch

Adding a single line conveying gratitude (e.g., “Thanks for your business”) goes a long way.

A solid invoice can help simplify the process on both sides. Think of it as an extension of your brand: it should be accurate, efficient, and easy to work with.

What tools and templates can help with invoicing in the Netherlands?

Building every invoice from scratch in Word or Excel is time-consuming. It’s also more prone to errors than using sophisticated invoicing tools. Let’s examine how to modernize your invoicing process.

Templates

The most basic option is a Dutch-compliant invoice template. There are plenty of downloadable options on Word, Excel, and Google Docs with fields for everything you need. Just make sure the template is customized for the Netherlands, not a generic one from a freelancer site.

Invoicing software

When you’re sending invoices regularly, software is worth the expense. You plug in your client’s details once, and the app automatically handles everything, from invoice numbering to tax calculations.

Look for the following features:

• Dutch VAT support (including reverse charge and exemption options)

• Automatic invoice numbering

• Support for multiple currencies, if you operate internationally

• Payment reminders (manual or automatic)

• Payment status tracking

• Integration with bookkeeping tools or export to CSV or PDF

Stripe Invoicing

Stripe Invoicing is a fast and flexible way to create reliable invoices with a built-in payment flow. You can brand your invoices, set payment terms, add VAT, and send them out with a link to an invoice page where your client can pay online immediately. It also handles international currencies, recurring billing, and reminders, which is especially helpful if you’re working with clients outside the Netherlands or on a retainer.

How do you invoice international clients as a ZZP’er?

Invoicing clients outside the Netherlands involves a few extra steps. Always clarify how to handle VAT, specify the currency, and make payment logistics easy. The fewer barriers you create for your client, the faster payment tends to arrive. Here’s where you should pay close attention.

Currency

Decide up front what currency you’re billing in. Many international clients prefer to be invoiced in their local currency, but invoicing in euros can work if that’s what both parties have agreed to. Just make sure you’re clear about this on the invoice.

Language

Keep the language simple. Even if you’re Netherlands-based, your invoices to international clients should typically be in English to make them more widely accessible.

VAT

B2B invoices

If your client is a VAT-registered business in another country, you don’t charge VAT. Instead, apply the reverse charge mechanism: don’t add VAT, but include their VAT ID on the invoice along with a note, such as “VAT reverse charge applies.” You’ll also need to report the transaction in an intracommunity transactions declaration (ICP declaration) and your EC Sales List for sales within the EU.

If your client is based in a country without VAT, you also won’t charge VAT. Add a line to the invoice—for example, “0% VAT – service supplied outside the EU.” Be sure to keep documentation showing the service qualifies as an export under Dutch VAT rules.

B2C invoices

For B2C clients within the EU, you’ll charge VAT. If your total cross-border sales to EU customers exceed €10,000 per year, you’re required to charge VAT based on the customer’s country, not your own.

For B2C clients outside the EU, exported products and services are usually VAT-exempt.

Payment information

Add your IBAN and your bank’s BIC or SWIFT code. Some international clients will wire the money directly, but you’ll need to clarify who covers the fees, especially if you’re working in a different currency. Offer an online payment option for faster and easier processing. For example, Stripe lets you send an invoice that your client can pay by credit card in their own currency, with the money landing in your account in euros.

What are best practices for getting paid on time as a ZZP’er?

Even a perfect invoice doesn’t guarantee your client will pay on time, but there are best practices you can follow to make late payments the exception, not the rule.

Here’s what can work well for ZZP’ers:

• Generate an invoice as soon as the job is done or on the agreed-upon date. The longer you delay sending it, the more you signal that payment isn’t urgent.

• Don’t wait to invoice everything at the end for bigger projects or new clients. Billing 30% up front and the rest in phases, for example, can help protect your time and keep cash coming in if a project runs longer than expected.

• Always include payment terms and a specific payment due date.

• Include your IBAN, BIC or SWIFT code, and full account name.

• Use invoicing software that automatically nudges clients before and after the due date. If you’re invoicing manually, set calendar reminders and follow up politely but consistently. A short, friendly check-in after a missed deadline can prompt payment.

• If you charge late fees or interest, state that in advance—ideally in your contract and on the invoice itself. Many clients won’t want to risk penalties, which can keep your invoice at the top of the queue. Some freelancers might also offer a small discount to encourage early payment.

Getting paid on time involves setting clear expectations, using tools to support your invoicing, and following through. The more structured your system is, the less energy you’ll spend tracking down what you’ve already earned.

How Stripe Invoicing can help

Stripe Invoicing simplifies your accounts receivable (AR) process—from invoice creation to payment collection. Whether you’re managing one-time or recurring billing, Stripe helps businesses get paid faster and streamline operations:

• Automate accounts receivable: Easily create, customize, and send professional invoices—no coding required. Stripe automatically tracks invoice status, sends payment reminders, and processes refunds, helping you stay on top of your cash flow.

• Accelerate cash flow: Reduce days sales outstanding (DSO) and get paid faster with integrated global payments, automatic reminders, and AI-powered dunning tools that help you recover more revenue.

• Enhance the customer experience: Deliver a modern payment experience with support for 25+ languages, 135+ currencies, and 100+ payment methods. Invoices are easy to access and pay through a self-serve customer portal.

• Reduce back-office workload: Generate invoices in minutes and reduce time spent on collections through automatic reminders and a Stripe-hosted invoice payment page.

• Integrate with your existing systems: Stripe Invoicing integrates with popular accounting and enterprise resource planning (ERP) software, helping you keep systems in sync and reduce manual data entry.

Learn more about how Stripe can simplify your invoicing process, or get started today.