Your bank balance does not directly show revenue. A payment provider may combine multiple orders, refunds and fees in one payout. Build a traceable chain from order to invoice, provider transaction and bank entry. This article concerns a Netherlands-based business; applicable tax treatment depends on your circumstances.
Create an auditable record
Choose one order and collect its invoice, provider transaction, settlement statement and bank entry. Use recognisable numbers and check that each document leads to the next record. Use the same structure for a credit note. This tests your Dutch bookkeeping process before you automate larger volumes.
What should you record?
Collect sales, credit notes, purchases, provider statements, bank entries and stock movements. Record the reason for discounts or refunds. Track business hours where relevant to your tax position. Check your filing notice for the applicable VAT period; quarterly filing is not universal.
Check an actual invoice
Check required details against Tax Administration guidance, including parties, date, unique sequential number, supply details and VAT breakdown. Invoice obligations and exceptions depend partly on the customer and transaction. Test a normal sale, discount, business customer and refund. Automated invoices depend on correct settings.
Separate revenue, VAT and cash received
Fictional Dutch example at 21% VAT: customers pay €121, comprising €100 revenue and €21 VAT. A €24.20 refund reverses €20 revenue and €4.20 VAT. If the provider withholds €2 in fees, the payout is €94.80: €121 − €24.20 − €2. That bank amount is not revenue. Use the actual provider invoice to establish VAT treatment of fees.
Reconcile payouts weekly
A Friday payment may be included in a later payout. For each batch, record opening provider balance, payments received, refunds, fees, payout and closing balance. Explain outstanding amounts with transaction references. A date difference is not automatically an expense and does not automatically change the revenue date of the underlying sale.
Expenses, hours and tax status
KVK registration, VAT business status and income-tax entrepreneur status are separate assessments. Deductions have their own conditions. Treat time records as evidence, not automatic entitlement to a deduction. Seek advice for employment alongside your shop, international sales or mixed personal/business use.
Retain records for seven or sometimes ten years
Invoices are generally retained for seven years; real-estate invoices require ten. Supplies and services under the Union or Import schemes of the One Stop Shop also require ten years. Retain digital invoices digitally and keep the archive accessible. Apply the relevant rules to other records and any exceptions.
Avoid recurring errors
Do not book a net payout as gross sales, delete an incorrect invoice without an audit trail or omit the credit note for a refund. Check transactions near month and year end too: sale, payment and payout may occur on different dates.
Frequently asked questions
Is everything retained for seven years? No, longer periods apply in some cases. Is an integration enough? Test mappings, VAT and completeness over a trial period. Must I file quarterly? Follow your own filing obligations. How much VAT should I reserve? Use your records and expected deductions, not your bank balance.
A workable monthly routine
Check payouts and missing documents weekly. Reconcile bank, provider and inventory monthly. Before each return, review rates, corrections and cross-border transactions. See also VAT for your online shop.
Sources and checks
Primary sources checked on 26 October 2026: Belastingdienst: administratie; Belastingdienst: facturen bewaren; Belastingdienst: factuureisen.
