Bol.com Invoice: Complete Guide

A correct bol.com invoice is essential for every seller on the platform. Whether you're just starting out or have been selling for years: invoicing determines whether your administration is correct, your VAT return is correct, and you don't risk fines from the Tax Authority. In this extensive article, we'll explain everything about the bol.com invoice — from the different types of invoices to automation and common mistakes.

What is a bol.com invoice and why is it important?

A bol.com invoice is an official document that records the financial transaction between you as the seller and the buyer. Bol.com acts as an intermediary: the customer pays bol.com, and bol.com pays you, minus commission and service costs. As a seller, you are legally required to issue invoices to business customers who request them. Additionally, you need invoices for your own accounting, VAT return, and any audits by the Tax Authority.

Incorrect invoicing can lead to additional taxes, fines, and even the loss of your sales account. Therefore, it's crucial to set up your invoicing process correctly from the start.

Types of invoices as a bol.com seller

As a seller on bol.com, you'll deal with different types of invoices. It's essential to know the difference, so you know which invoices you need to create and which you'll receive from bol.com.

Invoice type	From	To	Description	Who creates it?
Sales invoice	Seller	Customer	Invoice for the sold product to the end customer	You (seller)
Commission invoice	Bol.com	Seller	Overview of commission and service costs withheld by bol.com	Bol.com
Payout overview	Bol.com	Seller	Total overview of paid amounts per period	Bol.com
Credit note	Seller	Customer	Corrective invoice for returns or cancellations	You (seller)
Purchase invoice	Supplier	Seller	Invoice for purchased products from your supplier	Supplier
LVB invoice	Bol.com	Seller	Costs for Logistics via Bol (storage, shipping, returns)	Bol.com

Legal requirements for a bol.com invoice

The Tax Authority has strict requirements for invoices. A valid bol.com invoice must include at least the following information:

• Invoice number — a unique, consecutive number
• Invoice date — the date the invoice was created
• Your company details — name, address, KvK number, and VAT identification number
• Customer details — name and address of the buyer
• Order number — the bol.com order number for traceability
• Product description — clear description of the delivered product
• Quantity and unit price — excluding VAT
• VAT rate and VAT amount — listed separately for each rate
• Total amount including VAT
• Delivery date — the date of delivery or payment

For business customers within the EU with a valid VAT number, the VAT shift may apply. In that case, you'll mention “VAT shifted” on the invoice and won't charge VAT.

VAT calculation for bol.com invoices

The VAT calculation is one of the most complex parts of invoicing on bol.com. As a Dutch seller, you'll deal with different VAT rates and regulations.

Situation	VAT rate	Explanation
Standard products (NL)	21%	Most products fall under the high rate
Books, food, medicine (NL)	9%	Reduced rate for essential goods
Delivery to business EU customer	0% (reverse charged)	Intra-Community supply with valid VAT number
Delivery to consumer in Belgium	21% (BE)	OSS scheme or local VAT registration required above threshold
Small Business Scheme (KOR)	0%	Exemption for annual turnover below €20,000

VAT formula

You calculate VAT as follows: VAT amount = selling price excluding VAT × VAT rate. If you sell a product for €24.20 including 21% VAT, the price excluding VAT is: €24.20 / 1.21 = €20.00. The VAT amount is then €4.20.

OSS scheme for sales in Belgium

Do you also sell via bol.com in Belgium? Since July 1, 2021, the One Stop Shop (OSS) scheme applies. Above the threshold of €10,000 in cross-border EU sales, you must charge Belgian VAT (21%). You can handle this centrally through the OSS return with the Dutch Tax Authority, without having to register in Belgium.

Creating a bol.com invoice manually in 5 steps

If you don't have an automated system yet, you can create invoices manually. This takes more time, but is workable with low order volumes.

Step 1: Choose a professional invoice template

Use a professional template in Excel, Google Sheets, or Word that includes all legally required fields. Make sure your company details, logo, and VAT number are pre-filled.

Step 2: Fill in the order details

Retrieve the order details from your bol.com sales dashboard: order number, product name, quantity, selling price, and customer details.

Step 3: Calculate the correct VAT amount

Apply the correct VAT rate (21%, 9%, or 0%) and calculate the VAT amount. For Belgian orders, check if the OSS threshold has been reached.

Step 4: Generate a unique invoice number

Use a consecutive numbering system like BOL-2026-0001, BOL-2026-0002, etc. Invoice numbers must not have gaps — the Tax Authority checks for this.

Step 5: Save the invoice as a PDF and archive

Export the invoice as a PDF and save it in an organized folder structure. Keep invoices for at least 7 years — this is the statutory retention period in the Netherlands.

Common mistakes with bol.com invoices

Many sellers make mistakes that can lead to problems during tax audits. Here are the six most common mistakes and how to avoid them.

Mistake	Consequence	Solution
Missing invoice number	Invoice is invalid for VAT deduction	Use consecutive numbering with prefix
Incorrect VAT rate	Additional tax + fine from Tax Authority	Check product category and customer location
No credit note for returns	VAT return is incorrect	Always create a credit note for returns
Commission not booked separately	Profit and loss account is incorrect	Book bol.com commission as sales costs
Gaps in invoice numbering	Red flag during tax audit	Use an automatic incremental system
Invoices not kept	No proof during audit, fine possible	Digitally archive, keep for at least 7 years

Automate invoicing with Boloo

Manual invoicing takes up unacceptable amounts of time when dealing with larger volumes. With Boloo's automatic invoicing, invoices are automatically generated as soon as an order is shipped. This not only saves time but also prevents errors.

Benefits of automated invoicing

• Time-saving — no more manual data entry, invoices are automatically generated
• Error-free — correct VAT calculation, continuous numbering, and all legally required fields
• Professional — invoices with your own logo and branding
• Compliance — meets all tax authority requirements
• Credit notes — automatically generated for returns and cancellations
• Archiving — all invoices safely stored and searchable

In combination with the sales dashboard and the profit calculator, you have a complete financial overview of your bol.com business.

Handling customer invoice requests

Business customers have the right to request an invoice. Bol.com forwards these requests via the Seller Dashboard. It's essential to respond quickly, preferably within 24 hours.

Steps for an invoice request

1. Open the invoice request in the Seller Dashboard
2. Check the customer details and order number
3. Generate an invoice with all legally required information
4. Upload the invoice as a PDF via the dashboard
5. Confirm the handling in the system

Tip: with automatic invoicing, invoices are already generated before the customer requests them. You only need to upload the existing invoice.

Commission and costs on your bol.com invoice

Bol.com charges various costs that you'll see on the commission invoice. It's crucial to process these costs correctly in your profit calculation.

Cost item	Percentage/Amount	Explanation
Sales commission	5% – 17%	Depends on product category
Transaction costs	€0.30 per order	Fixed amount per transaction
Advertising costs	Variable (CPC)	Only for Sponsored Products campaigns
LVB storage costs	€5.25 – €15/m³/month	When using Logistics via Bol
LVB shipping costs	€2.09 – €5.95	Depends on format and weight
Return costs	€1.25 – €4.50	For returns via LVB

Archiving and retention periods for invoices

Dutch tax legislation requires you to store all invoices for at least 7 years. This applies to both outgoing invoices (sales invoices) and incoming invoices (purchase invoices, commission invoices).

• Digital storage — store PDF invoices in the cloud with structured folder organization per year/month
• Backups — ensure at least two copies in different locations
• Searchability — use a consistent naming format (e.g., BOL-2026-0001_customername.pdf)
• Accounting software — link your bol.com administration to software like Exact, e-Boekhouden, or Moneybird

Tips for an efficient bol.com invoice administration

1. Automate as early as possible — even with low volumes, automatic invoicing saves you from errors
2. Separate business and private — use a separate business bank account for bol.com transactions
3. Book weekly — don't let invoices pile up, book your transactions at least weekly
4. Check payouts — compare bol.com payouts with your own invoice administration via the sales dashboard
5. Keep everything digital — paper invoices are no longer needed, but digital versions must be unalterable
6. Monitor your profit margins — keep track of commission, shipping costs, and returns in a structured way

Frequently asked questions about the bol.com invoice

Do I always need to send an invoice as a bol.com seller?

Yes, you are legally required to provide an invoice to business customers. For private customers, it's not mandatory unless they request it, but it's recommended for your own administration. With automatic invoicing, invoices are created by default for every order.

How long do I need to keep my bol.com invoices?

In the Netherlands, there's a legal retention period of 7 years for all invoices. This applies to both your sales invoices and bol.com's commission invoices. Store them digitally in a safe, organized environment.

What should I do when I receive an invoice request via bol.com?

Respond as soon as possible, preferably within 24 hours. Generate a correct invoice with all legal requirements and upload it as a PDF via the Seller Dashboard. If you use automatic invoicing, the invoice is already available.

Do I need to calculate VAT on shipping costs?

Yes, shipping costs that you charge to the customer are subject to the same VAT rate as the product. If the product falls under the 21% rate, 21% VAT also applies to the shipping costs.

How do I process returns in my invoicing?

In case of a return, you need to create a credit note that corrects the original invoice. The credit note refers to the original invoice number and includes the amount to be credited, including VAT. This ensures that your VAT return remains correct.

Conclusion: keep your bol.com invoicing in order

A correct bol.com invoice is more than just an administrative obligation — it's the foundation of a healthy business. By automating your invoicing with Boloo's automatic invoicing, you avoid errors, save time, and always comply with legal requirements. Combine this with the sales dashboard for full financial insight and the profit calculator for accurate margin calculations. Also, check out our library for more tips on successfully selling on bol.com.