How to make a professional invoice (with template)

Creating an invoice should take five minutes. In practice, many freelancers spend far longer because they don't have a system — no template, no next number ready, no standard for payment details. This guide cuts through the confusion with a template you can use immediately and the logic behind every field.

The structure: what your invoice looks like#

A professional invoice has three zones: your details (top left), the customer's (top right), then the line items and totals below. Here's the shape:

┌─────────────────────────────────────────────┐
│ YOUR BUSINESS NAME & DETAILS (left)         │ CUSTOMER DETAILS (right)
│ Address, KvK, BTW-id                        │ Name, address, (BTW-id if B2B)
│                                              │
├─────────────────────────────────────────────┤
│                        INVOICE #001
│                    DATE: 15 June 2026
│
├─────────────────────────────────────────────┤
│ DESCRIPTION         QTY   RATE    AMOUNT    │
│ Consulting (21%)      8   €150    €1.200    │
│ SaaS licence (0%)    ---   ---      €0      │
│                               ─────────     │
│ Net amount (excl VAT)              €1.200   │
│ VAT (21%)                          €252     │
│                               ─────────     │
│ TOTAL DUE                          €1.452   │
│                                              │
│ Due: 15 July 2026 (30 days)                 │
│ Bank: NL91 ABNA 0417 1643 00                │
└─────────────────────────────────────────────┘

That's the bare bones. Let's fill in each part.

Your details (top left)#

• Your trading name as it appears on your KVK certificate
• KVK number (8 digits, e.g., "12345678")
• BTW-id (if VAT-registered: NL + 12 alphanumerics, e.g., "NL012345678B01")
• Your address (where you're registered at the KVK)
• Email & phone (optional, but makes you easier to reach if they have a question)

Example:

Jane Smith Consulting
KVK: 12345678
BTW-id: NL012345678B01
Prins Hendriklaan 50
3012 CA Rotterdam
j.smith@example.com | +31 6 1234 5678

The customer's details (top right)#

• Business or person name
• Address (invoice address, not necessarily where the work was done)
• KVK number or BTW-id (if it's a business in the EU and you're selling to them as B2B; less critical if they're a consumer)

Example:

Acme Design Studio
KVK: 87654321
Hogestraat 120
1012 AB Amsterdam

If the customer is a consumer (private person), their name and address is enough.

The transaction details (the middle)#

At the top: Invoice number, date, due date.

Then the line items:

Be specific in the description. "Consulting" is vague. "Consulting: strategy session on content structure (4 hours)" is clear and defensible in an audit.

If an invoice mixes different VAT rates, show each rate's total separately, and then combine them:

Subtotal (21%)           €2,300
Subtotal (9%)            €450
                         ──────
Net before VAT           €2,750
VAT (21% on €2,300)      €483
VAT (9% on €450)         €40.50
                         ──────
TOTAL DUE                €3,273.50

Payment terms#

How many days until they must pay? The legal default in the Netherlands is 14 days. You can set longer if you agree with the customer (30 days is common for larger projects). Write it clearly:

Due: 15 July 2026 (30 days)

Or:

Payment terms: Net 14 (due by 29 June 2026)

Bank details#

Include your IBAN (International Bank Account Number) and optionally your bank name:

Bank: ING
IBAN: NL91 INGB 0417 1643 00
(or just: NL91 INGB 0417 1643 00)

If you use a payment processor (Stripe, Mollie, PayPal), you can include a payment link instead of your bank account, but the IBAN is the safest default.

Common layouts: which style works#

Plain text / Word / Google Docs (DIY)

• Pro: you control everything, no subscription.
• Con: you can easily forget a field or make numbering mistakes.
• Tip: create a template once and copy it each time.

Spreadsheet (Excel / Sheets)

• Pro: built-in totals and VAT calculations; easy to track all invoices.
• Con: still manual; easy to send the wrong version or overwrite a previous invoice.
• Tip: lock the template cells and only unlock the data rows.

Invoicing software or plug-in (Wave, FreshBooks, Zoho, or your accountant's tool)

• Pro: automatic numbering, built-in payment reminders, integrates with your bookkeeping, calculates VAT correctly, stores all invoices searchable.
• Con: monthly cost (though many have free tiers).
• Tip: most tools can email invoices and create payment links in seconds.

Your bank's portal

• Some banks (like Bunq or Wise) offer free invoicing built-in. Worth checking if you use them.

A simple editable template#

If you use Word, Sheets, or a PDF editor, here's a quick structure to copy:

─────────────────────────────────────────────
            INVOICE

Invoice #: ___  |  Date: ___  |  Due: ___

Your Name / Business
Your Address
KVK: ___  |  BTW-id: ___
Email: ___ | Phone: ___

─────────────────────────────────────────────

BILL TO:
[Customer name & address]

─────────────────────────────────────────────

Description                Qty   Rate      Amount
[                           ]    [   ]      [    ]
[                           ]    [   ]      [    ]

                                  Subtotal: [  ]
                                  VAT (21%): [  ]
                                  ──────────────
                                  TOTAL:    [  ]

─────────────────────────────────────────────

Payment:
Due [date] | IBAN: [your IBAN]
Bank: [your bank]

Notes: [any special instructions]

─────────────────────────────────────────────

Save this as your master template and fill in the [ ] sections each time.

The details that speed up payment#

• A clear due date. "Due 15 July" is better than "due within 30 days" because no one has to calculate.
• Your payment method front and centre. If you want a bank transfer, show your IBAN prominently. If you accept Stripe, link it.
• A professional tone. Thank you for the business. Payment terms are "net 30" not "pay within 30 or we'll come after you."
• Your contact details. If they lose the invoice, can they easily email you? Put your email on the invoice.

Why VAT setup matters#

If your invoice shows the wrong VAT — say you charged 21% instead of 9%, or forget to show it at all — the customer may not be able to deduct it on their side, and you may not be able to claim it on your return. Before you send the first invoice in a new category of work, double-check the right rate with the Dutch VAT rates guide.

After you send it#

• Keep a copy. File it with your records. You'll need it for your bookkeeping and for the seven-year record-keeping rule.
• Track payment. Mark it as "sent" in your system. When the money lands, mark it "paid". If it's overdue, send a reminder.
• Correct it if needed. If you spot a mistake after sending, issue a credit note to fix it.

Frequently asked questions#

A professional invoice is nine-tenths about clarity and completeness. The numbers must add up, the fields must be there, and the customer must know exactly when to pay and where. Using ZZP Belasting, your invoices are generated correctly every time, numbered automatically, and stored safely so you never lose one.

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