Everhour turns tracked work into invoices, while Dutch VAT rules define the fields your emailed invoice must carry.
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An emailed invoice for the Netherlands needs the same VAT detail as any Dutch VAT invoice when Dutch VAT rules apply. The delivery method changes the channel, not the required content. Your customer still needs supplier and customer identity, invoice dates, supply details, prices excluding VAT, the applicable VAT tariff, and the VAT amount in euros.
This page is for freelancers, agencies, and small businesses sending client invoices by email for Dutch work or Dutch customers. It focuses on the invoice content, attachment quality, VAT wording, and payment details that make the message usable for the recipient's bookkeeping process.
A Dutch VAT invoice must identify the supplier and customer by name and address and include the supplier's VAT identification number. It also needs an invoice number, the invoice date, and the date on which the goods or services were supplied. For services, describe the nature and type of services supplied, not only a vague project name.
The VAT section needs enough detail for each VAT tariff or exemption. Show the unit price excluding VAT, reductions not included in the price, the VAT tariff applied, the cost excluding VAT, and the VAT amount in euros. The Netherlands has three VAT tariffs: 0%, 9% low tariff, and 21% high or general tariff; 21% applies when no exemption, reverse charge, 0% tariff, or 9% tariff applies.
The email should make the invoice easy to identify before the attachment is opened. Use a subject line with the supplier name, invoice number, customer name, and due date. Attach the invoice as a PDF unless the customer has asked for another format. The PDF should match the invoice number and amount in the email body.
Reverse-charge and EU cross-border cases need extra care. The customer's VAT identification number must also appear on the invoice for exports of goods to other EU countries, certain related services such as transport, and reverse-charge cases. When the reverse-charge mechanism applies, the supplier must not include VAT on the invoice and should state "VAT reverse-charged."
A free email invoice is enough when you need one clean PDF, already know the correct VAT treatment, and can track payment manually. It works well for a single project, a one-time client, or a small job with a simple line-item structure. Suppliers to Dutch central government face a different requirement for covered contracts: structured e-invoicing has been mandatory for Dutch central government contracts from January 1, 2017.
A managed workflow becomes useful when billable time, expenses, rates, and invoice status need to stay connected. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates invoice amounts from rates while excluding non-billable tasks, supports client settings and invoice customization, and exports invoices to QuickBooks Online, Xero, or FreshBooks with status sync back to Everhour.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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Yes. An invoice can be emailed as long as the invoice content meets the applicable Dutch VAT invoice requirements. The recipient still needs a usable record with supplier and customer identity, invoice number, invoice date, supply date, service or goods description, VAT tariff, and VAT amount in euros where VAT is charged.
A Dutch invoice should show the VAT tariff that applies to each line or tariff group. The Netherlands has 0%, 9%, and 21% VAT tariffs. The 21% high or general tariff applies when no exemption, reverse charge, 0% tariff, or 9% tariff applies.
The PDF should show the unit price excluding VAT, reductions not included in the price, the VAT tariff applied, the cost excluding VAT, and the VAT amount in euros for each VAT tariff or exemption. These details let the customer record the invoice correctly without asking for a corrected copy.
No. When the reverse-charge mechanism applies, the supplier must not include VAT on the invoice and should state "VAT reverse-charged." The customer's VAT identification number must also appear on the invoice in reverse-charge cases, along with the normal supplier, customer, invoice, date, and supply details.
The payment term should match the contract and appear clearly in the email and invoice. The EU late-payment framework sets a 30-day payment period for public authorities and generally limits business-to-business payment periods to 60 days unless expressly agreed and not grossly unfair.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices, calculates amounts from rates, and excludes non-billable tasks. It also supports client settings and invoice customization, then exports invoices to QuickBooks Online, Xero, or FreshBooks with status sync back to Everhour.
Everhour reports can show billable, non-billable, invoiced, and uninvoiced amounts alongside estimated cost, revenue, and profit. Teams can review invoice status in reporting instead of reconciling separate spreadsheets after each billing cycle.
Create the PDF when one invoice is enough. Use Everhour when billable time, expenses, client settings, and accounting exports need to stay connected from tracking to invoice status.
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