Bol.com Invoice: 2026 Guide

As a seller on bol.com, you are legally required to provide correct invoices when customers request them. A bol.com invoice is more than a formality - it's a legal document that meets the strict requirements of the tax authorities. In this comprehensive article, we'll explain everything about invoicing on bol.com: the different types of invoices, legal requirements, VAT calculation, common mistakes, and how you can automate the process to save time and keep your performance scores high.

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

A bol.com invoice is an official document that you, as a seller, provide to customers who buy from you via the bol.com platform. Customers can request an invoice by clicking the "Request invoice" button in their order environment. Once this happens, you'll receive a notification as a seller and are required to provide a correct invoice within a reasonable timeframe.

Failing to respond or responding late to invoice requests has direct consequences for your performance scores on bol.com. A low score can lead to warnings, restrictions on your account, and in the worst case, even the closure of your sales account. Additionally, as an entrepreneur, you are legally required to keep a correct administration - the tax authorities can request your invoices during an inspection.

Types of invoices on bol.com

As a bol.com seller, you'll deal with different types of invoices. It's essential to know the difference, as many beginning sellers confuse purchase invoices and sales invoices.

Type of invoice	From → To	Purpose	Where to find
Sales invoice	Seller → Customer	Proof of purchase for the customer, VAT accounting	Create yourself when an invoice is requested
Purchase invoice	Supplier → Seller	Proof of purchase, VAT deduction	From your supplier/wholesaler
Bol.com commission invoice	Bol.com → Seller	Overview of commission & service costs	Sales account → Finances
Credit invoice	Seller → Customer	Correction in case of return or cancellation	Create yourself when processing returns
Bol.com settlement overview	Bol.com → Seller	Weekly overview of payouts	Sales account → Finances

The bol.com invoice that customers request is always a sales invoice. This is the document that you, as a seller, must create yourself. The commission invoices and settlement overviews from bol.com itself can be found in your sales account under "Finances" and are important for your own bookkeeping.

Legal requirements for a bol.com invoice

An invoice must meet specific requirements according to Dutch law. Missing or incorrect data can lead to problems with the tax authorities and fines. Below, you'll find a complete overview of all mandatory and recommended fields.

Field	Required	Description
Invoice number	Yes	Unique, consecutive number without gaps in the numbering
Invoice date	Yes	Date the invoice was created
Seller's name & address	Yes	Full company name and business address
Seller's VAT number	Yes	Dutch VAT identification number (NL + 12 characters)
Chamber of Commerce number	Yes	Registration number with the Chamber of Commerce
Customer's name & address	Yes	Buyer's details (from bol.com order)
Bol.com order number	Recommended	Links the invoice to the specific order
Product/service description	Yes	Clear description of the products delivered
Quantity	Yes	Number of products delivered per line
Price excl. VAT	Yes	Unit price excluding sales tax
VAT percentage	Yes	Applied rate (21%, 9%, or 0%)
VAT amount	Yes	Total calculated sales tax
Total amount incl. VAT	Yes	Final amount the customer paid
Payment terms	Recommended	For example, "Already paid via bol.com"

Tip: always use a fixed invoice number format like BOL-2026-0001. This keeps your administration organized and prevents duplicate numbers. You can easily keep track of your invoice numbers with an automatic invoicing system that takes care of this for you.

VAT calculation for bol.com invoice

One of the most challenging parts of invoicing is the correct VAT calculation. Bol.com displays selling prices including VAT, but on your invoice, you must state the price excluding VAT separately. The basic formula is:

Price excl. VAT = Selling price incl. VAT ÷ 1.21 (for 21% VAT)

Not all products fall under the standard rate of 21%. The Netherlands has three VAT rates relevant to bol.com sellers:

VAT rate	Percentage	Examples on bol.com	Calculation (for €24.20 incl.)
High rate	21%	Electronics, clothing, furniture, toys	€24.20 ÷ 1.21 = €20.00 excl. VAT
Low rate	9%	Books, food supplements, diapers	€24.20 ÷ 1.09 = €22.20 excl. VAT
Zero rate	0%	Intra-Community supplies (B2B to EU)	€24.20 = €24.20 excl. VAT

Special VAT situations

There are several situations where the standard VAT calculation does not apply:

• Belgian customers (B2C): When selling to Belgian consumers via bol.com, the Dutch VAT rate applies, unless you exceed the EU threshold for distance sales (€10,000 per year to all EU countries combined). Then, you invoice with the Belgian VAT rate (21%).
• Business customers (B2B): Customers with a valid VAT number in another EU country may receive an invoice without VAT (intra-Community supply, 0% rate). Always check the VAT number via the VIES system.
• Margin scheme: Do you sell second-hand products? Then you can apply the margin scheme and only pay VAT on your profit margin, not on the full selling price.
• Small business scheme (KOR): Annual turnover below €20,000? With the KOR, you are exempt from VAT returns and invoice without VAT. State on the invoice "Small business scheme applies".

Are you unsure about the correct VAT rate? Always consult the Boloo Library or contact your accountant. A Profit Calculator can help you estimate your margins correctly, including VAT, beforehand.

Creating a bol.com invoice: step-by-step

When a customer submits an invoice request via bol.com, follow these steps to provide a correct invoice:

Step 1: Receiving and reviewing the invoice request

Go to your sales account and navigate to Orders → Invoice Requests. Here, you'll see all pending requests. Check the order details: customer name, address, ordered product, quantity, and sales price. Note whether it's a private or business customer - this affects VAT processing.

Step 2: Creating an invoice with correct data

Use a professional invoice template or invoicing software. Fill in all required fields as described in the table above. Pay extra attention to:

• The correct VAT rate for the product type
• A unique, sequential invoice number
• The sales price as listed in the bol.com order
• Correct split between price excl. VAT and VAT amount

Step 3: Uploading the invoice to bol.com

Save your invoice as a PDF file. Go back to the invoice request in your sales account and upload the file. The customer will automatically receive a notification that the invoice is available. Make sure to do this within 5 working days to avoid jeopardizing your performance scores.

Step 4: Updating your administration

Save a copy of each sent invoice in your own administration. By law, you must keep invoices for at least 7 years. Use a structured folder structure or, even better, an automatic invoicing system that automatically archives and links your invoices to the correct orders.

Common mistakes when invoicing on bol.com

Many bol.com sellers make avoidable mistakes with their invoicing. This can lead to fines from the Tax Authority, customer complaints, and declining performance scores. Below are the most common mistakes and how to avoid them:

• Incorrect VAT rate: Applying 21% to products that fall under the 9% rate (such as books). Always check the correct rate with the Tax Authority or use automatic software that determines this for you.
• Missing information: Forgetting to include your Chamber of Commerce number or VAT number on the invoice. This makes the invoice legally invalid. Use a template with pre-filled company information.
• Duplicate invoice numbers: Having two invoices with the same number is a red flag for the Tax Authority. Use a sequential numbering system and keep a central register.
• Responding too late: Invoice requests that remain open for more than 5 days lower your performance scores. Set up notifications or fully automate the process.
• Incorrect calculation: Calculation errors when splitting incl./excl. VAT. Always use a calculator or software - never calculate manually.
• No credit invoice for returns: When a customer returns an item, you must create a credit invoice. Don't forget this, as your accounting and VAT return must be accurate.

Manual vs. automatic invoicing: comparison

As your sales volume grows, manual invoicing becomes increasingly risky and time-consuming. Below is a honest comparison of both approaches:

Aspect	Manual Invoicing	Automated Invoicing
Time spent per invoice	10-15 minutes	<1 minute (automated)
Error risk	High (human error)	Minimal (software-based)
BTW calculation	Manual, error-prone	Automatically correct rate
Invoice numbering	Manual tracking	Automatically incremental
Archiving	Manual organization	Automatically archived
Response time	Dependent on availability	Immediate after request
Scalability	Not scalable (>20 invoices/week problematic)	Unlimited scalability
Costs	Free (except your time)	Software subscription
Performance scores	Risk of decline during busy periods	Always 100% on time

If you have more than 10 orders per week, automated invoicing is a smart investment. With a tool like Boloo Automated Invoicing, invoices are automatically generated and sent as soon as a customer makes a request. This saves you hours per week and eliminates the risk of errors or missed requests.

Automate Invoicing with Boloo

Boloo offers a fully automated invoicing system specifically developed for bol.com sellers. The system automatically detects new invoice requests, generates a professional invoice with all legally required information, applies the correct BTW rate, and uploads the invoice to bol.com - all without you having to do anything.

In addition, with the Sales Dashboard, you can monitor your sales and margins in real-time, while the Profit Calculator helps you calculate your actual profit per product, including all costs and BTW. This way, you not only keep your invoicing, but your entire financial administration under control.

Administration Tips for bol.com Sellers

Besides correct invoicing, here are some tips to keep your administration as a bol.com seller in order:

• Keep everything digital: Store invoices, purchase receipts, and bank statements digitally. The tax authorities accept digital administration as long as it is unalterable and accessible for 7 years.
• Separate business and private: Open a business bank account. This makes your accounting more transparent and prevents problems during an audit.
• Do monthly BTW returns: Don't wait until the end of the quarter. Monthly tracking prevents surprises and gives better insight into your cash flow.
• Use accounting software: Connect your bol.com account to accounting software for automatic processing of sales, invoices, and BTW returns.
• Track your commission costs: Use the Sales Dashboard to monitor bol.com commissions and compare them with your commission overview.

Frequently Asked Questions about bol.com Invoicing

How long do I have to respond to an invoice request?

Although there is no official deadline from bol.com, it is recommended to respond within 5 working days. Longer waiting times can negatively affect your performance scores and lead to customer complaints. With automated invoicing, every request is processed immediately.

Do I also need to create an invoice if the customer doesn't ask for one?

Legally, as an entrepreneur, you need to be able to provide an invoice for every business transaction. On bol.com, you only need to actively provide an invoice when the customer requests it, but it's a good idea to generate an invoice for every order for your own administration.

What do I do with an invoice for a return shipment?

For a return shipment, you create a credit note that refers to the original invoice. Mention the original invoice number, the credited products and amounts, and the refunded VAT amount. This corrects both your revenue and VAT return.

Can I find invoices in my bol.com sales account?

Invoices you upload to bol.com yourself can be found with the relevant order. The commission invoices and settlement overviews from bol.com itself can be found under Finances → Invoices. For a complete overview of all your invoices, a separate invoicing system is recommended.

What if I apply the KOR (Small Business Scheme)?

If you use the KOR, you invoice without VAT. You don't need to mention the VAT amount on the invoice, but you do need to include the text "Small Business Scheme applies". You're also exempt from VAT returns. Note: the KOR only applies if your annual turnover remains below €20,000.