Tutorial VAT Return

Btw-aangifte stappenplan

Preparation VAT Tax Return

What should I do for the VAT return?

Like most freelancers, you probably have to file a turnover tax return (= VAT) per quarter. If you have a subscription with The Bookie, you don't have to submit it yourself, your Bookie will do that for you. You are, however, expected to send your invoices in time, upload your expenses and inform us that you are ready. Below we explain how you do that.

To sell

By sending invoices from The Bookie Webapp, your income is automatically registered with your Sales. Therefore you do not have to do any extra for the VAT return.

Do you want to know how to send invoices or add sent invoices? Then read this article.


By entering your received receipts and invoices of your costs into your Expenses, all your business costs are in The Bookie Webapp.

Do you want to know how to add expenses? Then read this article.

Deadline reminders VAT declaration

To ensure that we make every VAT return on time, we remind you every quarter to update your administration. You will receive the first quarterly reminder a week before the end of the quarter. In any case, update your administration before the 8th of the first month of the new quarter, so that we have enough time to check your administration and submit the declaration.

The deadlines for updating your administration are: April 8, July 8, October 8 and January 8.

Not sure whether you have to enter a certain receipt or under which cost item an expense falls? Then give us a call or come to The Bookie Borrel. This takes place every quarter before the delivery deadline. Read more about The Bookie Borrel? Read this article.

Click on 'Updated' button

When you have updated your administration, press the Updated button on your dashboard that appears after the relevant quarter. After you have clicked on Updated you can no longer add or remove anything to your records. We do this to prevent misunderstandings. Have you forgotten a receipt or invoice? Then you can add it to the next quarter. If your quarter is closed, it will automatically be placed in the new quarter, even if the date is on the receipt or invoice in an earlier quarter.

Check and declaration by your Bookie

We now check and correct your administration and submit your declaration. You receive from The Bookie the sales tax return with the amount that you have to pay, the payment reference and the final payment term. Based on your administration and corrections that we do, we may give you tips on how to prevent errors and benefit.

Bear in mind that the amount that you have to pay must always be received by the Tax Authorities before the end of the month.

Deadline not met

If you have not yet clicked on Updated on the 20th of the first month of the new quarter, then you are responsible for making  and filing your own VAT return. We expect you to send us a copy of the PDF of the tax rerturn zo we can add it to your file.

VAT Tax Return: understanding and paying

I have received/completed my VAT return, what do I do now?

As soon as your VAT return has been filed, you will receive an e-mail from us with two to-do's: check the VAT return and if applicable, transfer the VAT on time to the account number of the Tax and Customs Administration. If you have filed the tax return yourself, you can make the payment on the basis of the PDF that you receive.

What exactly do you have to do?

- When you open the PDF of your tax return, you will see a whole row of figures, which is the result of all the invoices and receipts you have entered. 

- At the top of your return under 'Company information', your payment reference is also always listed.

- At the bottom of your return, next to 'Payable value added tax' you will see what you have to pay this quarter, what you will receive or will see € 0,-.

- Beneath it says: 'The amount due must be credited to the account number of the Tax and Customs Administration by *date* at the latest, mentioning payment reference *16 digits*'. 

In this way we try to provide as clear as possible all the information you need to make the payment. Ultimately, as an entrepreneur you are always responsible for paying your returns on time.  Of course we don't have access to your bank account and we don't want that at all :)

Structure of the mail:

Your administration for the third quarter of 2020 has been checked and your VAT Return form has been filed. You can find all the relevant information in the attached form; we ask you to check it thoroughly. Please check the amount at the bottom of the page.

Does it say “Payable” / “Te betalen”? In that case this amount needs to be transferred to Account no. NL86 INGB 0002 4455 88, in the name of Belastingdienst Apeldoorn, before the end of the month. You need to add the Payment Reference (“Betalingskenmerk”). This can be found at the top of the form.

If it says “Receivable” / “Te ontvangen” or if you need to pay €0,-, you don’t need to do anything. You will receive the receivable amount in due time on your banking account. If you haven’t registered a bank account with the Belastingdienst yet, you can do so at the entrepreneur’s section of the Belastingdienst. You need to file the form called “wijzigen rekeningnummer ondernemers”.

Creating an invoice

How do I create my (first) invoice?

Invoice: requirements and settings

The Dutch tax authorities has rules about how you create an invoice and when you send an invoice. We've used these rules as a guideline for creating your personal invoice template. If you fill in all the boxes in The Bookie Webapp under Administration Settings, you will not miss any mandatory information and The Webapp will automatically use your business information on the invoices you send.
Read how this works here.

Creating and sending an invoice

You can create an invoice in two places. By either clicking on the Invoice button on your Dashboard or by clicking on the + Invoice button in the left sidebar under Sales.

Numbering Once in your new invoice, you choose which numbering to use. If you use The Bookie's invoice numbering, the program will automatically follow up with the next number in line. If you choose your own numbering, you will have to adjust it manually. In either case, we always ask you to check that the numbering is logical and ascending.

Customer Once that is done enter the required data. The company name of the addressee. If you have not sent this person an invoice before, enter the address details by clicking "edit".

VAT There are three VAT rates. 21%, the high rate, is standard. The low 9% rate applies to some goods such as foodware and certain services. Finally, there is the 0% rate which is only applied in exceptional situations. Read on this site of the tax authorities which rate applies in which situation.

Book lines The + Add book line button allows you to split or categorize the nature of your assignment or work. For example, if you have worked on a project for a number of days or weeks, you can record this on different lines, such as Monday, Tuesday and Wednesday + the number of hours per day or week 10, 11 and 14 + the amounts per week. You can also enter expenses incurred here, such as mileage claims or advanced production expenses. Read here how to do that.

Invoice from another system

PLEASE NOTE: Have you previously sent invoices from another system this financial year? Upload them one by one in The Bookie Webapp before you send a new invoice. This way, these incomes are registered in your administration and you can continue your own invoice numbering. Read here how to upload your own invoice in The Bookie Webapp.
Or ask customer support about the options for importing your administration. Contact via 030-207 2077 or info@thebookie.nl.

Sending an invoice?

At the moment this is still a draft invoice. As soon as you have sent this invoice, the invoice is automatically added to your administration. Therefore, the total amount will be included in your turnover. Want to know how to send the invoice? Click on continue or read this FAQ.

Adding an Expense to your Administration

How do I add an expense to my administration and how do I upload a receipt of invoice?

Just like your income, you also add your expenses to your administration. Please read below which conditions your expense booking must meet according to De Belastingdienst (The Tax Authorities)
Do you want to know which expenses are considered business expenses? Then read this article.
Don't want to have to do any of this at all? Then take out a Plus subscription and have us do all of this for you!

Add receipt or invoice

When keeping digital records of your business administration, every expense must have proof of payment (excluding bank charges and insurance payments). This can be a digital invoice or a physical receipt. 
You can upload an invoice on your computer or in the cloud by searching or dragging it.








A paper receipt or invoice can be added to your administration through the Bookie Bonnen mobile app. This is directly linked to your administration in The Bookie Webapp. Do you want to know how to install and use it? Then read this article.

Booking number

De Belastingdienst wants you to have an expenses overview where the numbering is a continuing list of numbers. So make sure there are no gaps in your expenses overview. 


When adding an expense to your records, you always use the date stated on the receipt or invoice, not the payment date. Ideally, an administration should be chronological, so that the date of invoices increases with the numbering. If you happen to forget a receipt, don’t sweat it, just add it later in the quarter.

If you forgot to add an expense from an earlier quarter then add it to a later quarter. If it’s a large number of receipts then please contact your Bookie team.


Write the name of the supplier where you purchased the product or service. A name is sufficient.


If your receipt shows the amount including VAT and the VAT percentage on the receipt, you can tick the following button: amounts incl. VAT






Now simply add the full amount including VAT under Amount incl. Pro tip: check if you’ve chosen the correct VAT percentage. The Bookie Webapp will automatically record all amounts for you.

VAT Shifted

If you’ve purchased an item or service outside of the Netherlands you will often not see a VAT percentage on the receipt or it’s a different percentage then we use in The Netherlands. In that case select the correct VAT shifted option (within or without the EU) and add the total amount of the expense VAT included.







Example: a Adobe software subscription is billed from Adobe Ireland. When booking this expense, select VAT shifted within the EU and add the total amount of the subscription (including Irish VAT%) under ‘Amount’


Please write a short description of the purchased item or service.

Cost category

Please select a cost category for each service or product you are adding. After your first receipt, The Bookie Webapp automatically links the cost item to your Contact. Don’t worry too much about whether you’ve picked the correct category, your Bookie Team will check and correct this when processing your VAT Tax Return. Would you like to learn more about cost categories? Then read this article.
Want to avoid all of this all together? Take out a Plus subscription and have us do it for you!

Amount ex VAT / VAT percentage / Amount incl. VAT

We know you are smart enough to figure out what this means by yourselves ;-p


Of course, there are always exceptions. More info on that here. Or contact your Bookie Team.

Bookie Drinks

How and when do I ask my Bookie questions?

In addition to the comforts of our accounting program, we place a high value on our personal customer contact at The Bookie. That’s why your Bookies organize drinks every tax period so that Bosses (Bazen, in Dutch) and Bookies can talk, spar and fantasize about their company in peace and quiet.

The returning drinks from The Bookie are not only notorious, but especially helpful. Because every period we join forces as entrepreneurs. For example, we give you the possibility to enter update your administration here at the office together with your fellow Bosses, answer questions, prepare your administration for the VAT declaration and toast the quarterly victory with a drink!

Accounting from 12 am to 5 pm

Didn’t you update your administration yet, do you have questions, are you stuck or do you believe in the power of shared responsibility? Update your period at The Bookie. It gives you the possibility to enter receipts (together) , update your administration in The Bookie App, ask your questions live and take a look at your business expenses.

Drinks from 5 pm to 7 pm

Victories should be celebrated. That is why you are most welcome to have a drink in order to let your VAT stress slip away from you. We are extremely proud of our crazy entrepreneurs who we would like to put in touch with each other. In addition to having fun, a good drink will often give you enough new work or cooperation partners!

Reasons to come to a Borrel Borrel

  • a fixed moment every period to update your administration

  • time to ask questions

  • brainstorming about the endless possibilities of your business with other Bookie Bosses

  • have a drink along the historical canal of Utrecht

  • real-life flirting with your Bookie instead of online

So the drinks in 2020 on:

See you the first Friday of the quarter!


P.S. Do you want to bring someone who is not yet a customer at The Bookie or are you interested in becoming a customer? Come along or take someone with you.

Vat overview

Where can I see how much VAT I have to pay?

How much VAT you have to pay over your income from the past quarter can be found in two places. On your dashboard in the box 'VAT quarter' or via the 'VAT returns' in the green bar on the left under 'reports'.

Both these overviews are a guideline. If you have a subscription, and you click on 'updated' in time, your Bookies will process your VAT return and they will check and correct all expenses for you. In the tax return report that we’ll mail you, you’ll find how much VAT you have to pay or maybe even get back.


VAT returns under Reports

Small business regulation (KOR last year 2019): what is it and does it apply to me?

Wat is de (oude) kleineondernemersregeling en hoe pas is die toe?

NOTA BENE Dit gaat over de KOR die van toepassing is tot en met 2019. Vanaf 2020 is een ander Kleineondernemersregelig van toepassing. Lees hier meer over de nieuwe KOR en hoe je je aanmeldt.

Op elke factuur die je stuurt, zit (tenzij je btw verlegd is) 0%, 9%* of 21% btw. De kleineondernemersregeling (KOR) is een regeling waardoor je geen of minder van die ontvangen btw aan de Belastingdienst hoeft te betalen.  Je kunt belastingvermindering krijgen op het btw-bedrag dat je moet betalen als je aan de volgende 4 voorwaarden voldoet:

  • je hebt een eenmanszaak of je onderneming is een samenwerkingsverband van natuurlijke personen, zoals een maatschap of een vennootschap onder firma.
  • je moet na aftrek van de voorbelasting minder dan € 1.883 btw betalen in een jaar.
  • je onderneming is in Nederland gevestigd.
  • je voldoet aan je administratieve verplichtingen voor de btw.

Tot € 1.345

Moet je in een jaar € 1.345 of minder btw betalen? Dan hoef je helemaal geen btw (meer) te betalen.

Van € 1.345 tot € 1.883

Moet je in een jaar meer dan € 1.345, maar minder dan € 1.883 btw betalen? Dan kan je in aanmerking komen voor belastingvermindering. 

The Bookie

Als je klant bij The Bookie hoef jij nergens aan te denken. Jij hoeft dit namelijk niet zelf toe te passen, je Bookie doet dit aan het eind van het jaar voor jou. Zie je rond november/december dat je rond die grens verkeert (onder je btw-overzichten in The Bookie Webapp: lees dit artikel)? En heb je hier vragen over? Neem dan contact op met je Bookie.