By HNFS · 4 min read
Dit artikel is alleen in het Engels beschikbaar.
Owning a Dutch BV while living abroad can leave you with plenty of questions. Which documents should you keep? Can you manage the bookkeeping yourself? And what should you expect from a Dutch bookkeeper?
This guide explains the basics and helps you decide what support your business needs.
Bookkeeping means keeping track of your company’s financial transactions, including its income and expenses. Proper records help you understand your financial position and provide the basis for your tax returns.
It is more than collecting invoices in a folder. Your records should show what your company has received, spent, owes and is owed.
Your business administration should include sales invoices, purchase invoices, receipts, bank statements, contracts and relevant business correspondence. Payroll records and stock records also form part of the administration where applicable.
For example, a payment shown on your bank statement should have a corresponding invoice or receipt. Keeping both makes the transaction easier to explain and check.
The basic business records must generally be retained for at least seven years. Records relating to real estate must be kept for ten years. A ten-year retention period also applies when using the Union scheme within the One Stop Shop.
Digital records must remain accessible throughout the retention period. Keeping only printed copies of digital files does not meet the retention requirement.
Yes. You can manage your own business administration or outsource it to a bookkeeper or accountant. The practical question is whether you have the time and confidence to keep everything organised.
If you prefer to focus on running your business, consider asking a Dutch bookkeeper to handle the day-to-day records. Before appointing someone, agree on which tasks they will perform and which documents you need to provide.
The Belastingdienst (Dutch Tax Administration) can examine a company’s tax returns and accounting records through a boekenonderzoek, or tax records audit. This may cover a particular period or selected parts of the company’s returns and administration. A boekenonderzoek is always announced in advance.
A tax check may focus on a specific return, such as VAT or corporate income tax, or form part of a broader examination of the accounting records. The scope varies depending on the examination.
Keep general ledger records, invoices, bank statements and other supporting documents organised and readily accessible. The information request should be reviewed carefully to identify which documents and periods are being examined.
The Dutch Tax Administration developed the XML Auditfile Financieel (XAF) to make collecting and presenting financial accounting data for tax checks easier. It contains much of the information needed for a check and is supported by most bookkeeping packages in the Netherlands.
When choosing bookkeeping software, check whether it supports XAF exports. This can simplify supplying accounting data, but it does not replace the need to maintain supporting documents.
The Dutch Tax Administration may visit a business to understand its operations and administration or check a specific return. A business visit and a boekenonderzoek are distinct forms of examination, so an office visit is not a standard step in every tax audit.
For owners living abroad, agreeing in advance with their bookkeeper on who will organise the records and respond to questions can help keep communication clear during a tax check.
For Dutch BV owners living abroad, Haya Netherlands Financial Solutions (HNFS) offers bookkeeping support that keeps your financial administration organised and up to date.
We process invoices, receipts and bank transactions, reconcile accounts and maintain your day-to-day bookkeeping. These services support the organised accounting records discussed in this article.
HNFS offers bookkeeping, VAT returns, ICP declarations, corporate income tax returns and KVK publication accounts. Your service package can be agreed around your company’s needs.
Our periodic profit-and-loss and balance-sheet reports provide an overview of your company’s financial position, helping you stay informed while managing your BV from abroad.
HNFS provides services in English and Dutch, with a personal and approachable point of contact for your accounting needs.
A Dutch tax audit can feel challenging, especially when you live abroad. HNFS can help you respond to information requests, organise supporting documents and communicate with the Belastingdienst on your behalf.
Haya Netherlands Financial Solutions (HNFS) provides bookkeeping for Dutch companies, including invoice processing, bank and account reconciliations, expense administration, accounts payable and receivable, and periodic financial reports.
HNFS also offers VAT returns, ICP filings, corporate income tax returns and KVK publication accounts, with communication in English and Dutch.
This article provides general information. Your company’s recordkeeping requirements should be checked against its specific circumstances.
