VAT Invoice Bol: Guide

If you sell products via bol.com, you'll eventually have to deal with the BTW invoice bol requirement. Business customers often ask for a VAT invoice, and the Tax Authority also expects you to have your invoicing in order. However, in practice, many sellers struggle with correctly creating, sending, and archiving VAT invoices. In this comprehensive guide, we'll walk you through how to set up your BTW invoice bol process professionally - from legal requirements to full automation.

Why is a BTW invoice bol important?

A VAT invoice is more than just a formality. It's a legal document that forms the basis for your VAT return and your business customers' VAT deduction. The Tax Authority can request invoices during an audit, and if your invoicing isn't in order, you risk fines or additional taxes. Moreover, a professional BTW invoice bol is a business card for your company - it exudes reliability to your customers.

Legal requirement

According to the 1968 Turnover Tax Act, as an entrepreneur, you're required to issue an invoice for deliveries to other businesses (B2B). For deliveries to individuals (B2C), an invoice isn't always mandatory, but it's recommended for your own administration. Note: additional invoicing requirements apply for intra-Community deliveries (within the EU) and for the reverse charge of VAT.

Consequences of incorrect invoicing

• Fines - the Tax Authority can impose fines of up to €5,514 per offense
• Additional taxes - incorrectly paid or unpaid VAT will be collected
• Loss of VAT deduction - your business customer can't deduct VAT without a valid invoice
• Reputation damage - unprofessional invoicing scares off business customers

Legal requirements for a BTW invoice bol seller

A valid VAT invoice must, according to the Tax Authority, contain at least the following information. If you follow this checklist, you'll meet all the requirements for your BTW invoice bol administration.

Required field	Description	Example
Invoice number	Unique, consecutive number	2026-0001
Invoice date	Date of issue	26-03-2026
Seller's NAW data	Your name, address, and place of residence	Webshop BV, Keizersgracht 1, Amsterdam
Seller's VAT identification number	Your VAT ID (NL + 12 characters)	NL123456789B01
Customer's NAW data	Customer's name and address	Company XYZ, Damrak 10, Amsterdam
Customer's VAT ID (for B2B)	Mandatory for intra-Community deliveries	BE0123456789
Product/service description	Clear description of what was delivered	Bluetooth speaker, model X100
Quantity and unit price	Quantity and price per unit excl. VAT	2 x €24,79
VAT rate	Applied percentage (21%, 9%, or 0%)	21%
VAT amount	Calculated VAT amount	€10,41
Total amount incl. VAT	Final amount including tax	€59,99

How do you create a BTW invoice bol?

There are several ways to create a BTW invoice bol. The right method depends on your order volume, technical knowledge, and how much time you want to spend on administration.

Method 1: Manual via Excel or Word

The simplest approach is using an invoice template in Excel or Word. You fill in customer details, products, and BTW amounts per order. This works for low volumes (less than 20 orders per month), but becomes time-consuming and prone to errors quickly. You have to keep track of invoice numbers, calculate BTW amounts, and send invoices manually.

Method 2: Accounting Package

Accounting packages like Exact Online, e-Boekhouden, or Moneybird offer invoicing modules. The advantage is that invoices are directly processed in your accounting. The disadvantage is that you have to enter bol.com orders manually or import them via a link, which requires extra costs and configuration.

Method 3: Automatic Invoicing with Boloo

With Boloo's automatic invoicing, BTW invoices are automatically created as soon as an order is received. The invoice is automatically sent to the customer and uploaded to the bol.com platform. This saves hours per week and eliminates errors. Your invoices automatically comply with all legal requirements, including correct BTW calculations, consecutive invoice numbers, and professional layout.

Comparison of Invoicing Methods

Method	Time Investment per Order	Error Risk	Costs	Suitable for
Manual (Excel/Word)	10–15 minutes	High	Free	<20 orders/month
Accounting Package	3–5 minutes	Average	€10–€50/month	20–200 orders/month
Automatic (Boloo)	0 minutes	Very Low	From €29.95/month	Any volume

BTW Rates and Special Situations for bol.com Sellers

As a bol.com seller, you deal with different BTW rates and special arrangements. Correctly applying these to your BTW invoice bol is essential to avoid problems with the Tax Authority.

Dutch BTW Rates (2026)

• 21% (standard rate) - applies to most products like electronics, clothing, and household items
• 9% (reduced rate) - applies to food, books, medicines, and certain services
• 0% (zero rate) - applies to intra-Community supplies (B2B to other EU countries) and exports outside the EU

Reverse-Charged BTW

In certain B2B transactions, the BTW is reverse-charged to the buyer. On your invoice, you then mention "BTW reverse-charged" instead of a BTW amount. This often occurs in intra-Community supplies. You must include the buyer's BTW identification number on the invoice.

Credit Notes

In case of returns or price corrections, you create a credit note. A credit note refers to the original invoice and corrects the BTW amount. For bol.com returns, you have to process this per return - a process that becomes very labor-intensive with manual invoicing.

Common Mistakes with BTW Invoices on bol.com

In our experience, we see the same mistakes repeated by bol.com sellers. Avoid these pitfalls to prevent problems with your BTW invoice bol administration.

• Missing invoice numbers - invoice numbers must be unique and consecutive. Gaps in numbering can raise questions during a tax audit
• Incorrect VAT rate - apply the correct rate per product category. A Bluetooth speaker falls under 21%, but a book under 9%
• No VAT ID on B2B invoices - when delivering to business customers, the VAT identification number is mandatory
• Invoice date deviates - the invoice date may not be more than 15 days after the delivery date
• Returns not credited - in case of a return, you must create a credit note that refers to the original invoice
• Prices including VAT mentioned - on an invoice, you mention amounts excluding VAT, with the VAT amount separate
• No retention obligation observed - invoices must be kept for at least 7 years (digital is allowed)

VAT return and your bol.com invoices

Your VAT invoices form the basis of your periodic VAT return. As an entrepreneur, you usually file a VAT return with the Tax Authority every quarter. Here, you state the total VAT due (VAT on your sales) and the total pre-taxation (VAT you have paid on purchases). You pay the difference to the Tax Authority or receive it back.

Tips for a smooth VAT return

• Keep your VAT invoice bol administration in a digital system - not on paper
• Process returns and credit notes directly, not afterwards
• Check monthly if your invoice numbers are correct
• Store purchase invoices (for VAT deduction) carefully
• Use the Boloo sales dashboard to view your turnover and VAT amounts per period

Automation: the smartest approach for VAT invoice bol

Manual invoicing is simply not efficient with more than 50 orders per month. You spend hours on repetitive work that can be fully automated. With automatic invoicing, you make it easier for yourself:

• Automatic creation - the invoice is generated directly with every new order
• Automatic sending - the customer receives the invoice by email without you having to do anything
• Correct VAT calculation - the system automatically applies the correct VAT rate
• Credit notes for returns - are automatically created and linked to the original invoice
• Professional layout - invoices with your own logo and house style
• Digital archive - all invoices kept for 7+ years and searchable

By automating your invoicing, you save an average of 5-10 hours per month, reduce errors to almost zero, and always have your administration in order for the Tax Authority. See how Boloo's automatic invoicing works and try it out for 14 days free.

Frequently asked questions about VAT invoice bol

Do I always have to send a VAT invoice as a bol.com seller?

For B2B deliveries, you are legally required to send a VAT invoice. For B2C deliveries, it is not always required, but it is recommended for your administration. Business customers also regularly ask for this.

Does bol.com create invoices for my sales itself?

No, bol.com does not create invoices for sales via the partner platform. As a seller, you are responsible for your own invoicing. Bol.com does send a monthly commission invoice to you for their sales costs.

How long do I have to keep my VAT invoices?

The statutory retention period for invoices is 7 years. This applies to both sales and purchase invoices. Digital storage is permitted, provided the invoices remain unchanged and legible.

What if a customer asks for an invoice afterwards?

You are required to send an invoice within a reasonable period. With automated invoicing, you avoid this situation, as every customer receives an invoice directly upon delivery.

A well-organized BTW factuur bol-workflow saves you time, money, and stress. Whether you're just starting to sell or already processing hundreds of orders per month, invest in good invoicing software and ensure your administration is in order from day one. Check out our guides on invoices on bol.com and bol.com invoicing for more tips.