VAT Invoice for bol.com: All About VAT Invoices for Sellers

If you sell products via bol.com, you will sooner or later have to deal with the BTW factuur bol obligation. Business customers regularly request a VAT invoice, and the Tax Authority also expects your invoicing to be in order. Yet in practice many sellers struggle with correctly drafting, sending, and archiving VAT invoices. In this comprehensive guide we explain step by step how you, as a bol.com seller, can set up your BTW factuur bol process professionally - from legal requirements to full automation.

Why is a BTW factuur bol important?

A BTW invoice is more than a formality. It is a legal document that forms the basis for your VAT return and the VAT deduction of your business customers. The Tax Authority can request invoices during an audit, and if your invoicing is not in order you risk fines or additional assessments. Moreover, a professional BTW factuur bol is a business card for your company - it conveys reliability to your customers.

Legal obligation

According to the Wet op de omzetbelasting 1968 you, as an entrepreneur, must issue an invoice for deliveries to other entrepreneurs (B2B). For deliveries to private individuals (B2C) an invoice is not always mandatory, but it is recommended for your own records. Note: for intra-community deliveries (within the EU) and for reverse charge VAT, additional invoicing requirements apply.

Consequences of incorrect invoicing

• Fines - the Tax Authority can impose fines up to €5.514 per violation
• Additional assessments - incorrectly paid or unpaid VAT will be reclaimed
• Loss of VAT deduction - your business customer cannot deduct VAT without a valid invoice
• Reputational damage - unprofessional invoicing scares away business customers

Legal requirements for a BTW factuur bol seller

A valid BTW invoice must, according to the Tax Authority, contain at least the following details. If you follow this checklist, you meet all requirements for your BTW factuur bol administration.

How do you create a BTW factuur bol?

There are several ways to create a BTW factuur bol. The right method depends on your order volume, technical knowledge and how much time you want to spend on administration.

Methode 1: Handmatig via Excel of Word

The simplest approach is a invoice template in Excel or Word. You fill in the customer details, products and BTW amounts per order. This works for a low volume (less than 20 orders per month), but quickly becomes time-consuming and error-prone. You have to keep track of invoice numbers yourself, calculate BTW amounts and send invoices manually.

Methode 2: Boekhoudpakket

Accounting packages such as Exact Online, e-Boekhouden, or Moneybird offer invoicing modules. The advantage is that invoices are processed directly in your bookkeeping. The downside is that you have to enter bol.com orders manually or import them via a connection, which adds extra costs and configuration.

Methode 3: Automatische facturatie met Zoloo

With Zoloo's automatische facturatie BTW invoices are created automatically as soon as an order arrives. The invoice is sent automatically to the customer and uploaded to the bol.com platform. This saves hours each week and eliminates mistakes. Your invoices automatically meet all legal requirements, including correct BTW calculations, sequential invoice numbers and professional layout.

Vergelijking facturatiemethoden

BTW-tarieven en bijzondere situaties voor bol.com verkopers

As a bol.com seller you deal with different BTW rates and special schemes. Applying them correctly on your BTW factuur bol is essential to avoid issues with the tax authorities.

Nederlandse BTW-tarieven (2026)

• 21% (standaardtarief) - applies to most products such as electronics, clothing, and household items
• 9% (verlaagd tarief) - applies to food, books, medicines and certain services
• 0% (nultarief) - for intra-community supplies (B2B to other EU countries) and export outside the EU

Verlegde BTW

For certain B2B transactions the BTW is shifted to the buyer. On your invoice you then state "BTW verlegd" instead of a BTW amount. This is common for intra-community supplies. You must include the buyer's BTW identification number on the invoice.

Creditnota's

For returns or price corrections you create a credit note. A credit note references the original invoice and corrects the BTW amount. For bol.com returns you have to process this per return - a process that quickly becomes very cumbersome with manual invoicing.

Veelgemaakte fouten bij BTW-facturen op bol.com

In our experience we see the same mistakes repeatedly among bol.com sellers. Avoid these pitfalls to prevent problems with your BTW factuur bol-administration.

• Missing invoice numbers - invoice numbers must be unique and sequential. Gaps in numbering can raise questions during a tax audit
• Incorrect VAT rate - apply the correct rate per product category. A Bluetooth speaker falls under 21%, but a book under 9%
• No VAT ID on B2B invoices - for deliveries to business customers the VAT identification number is mandatory
• Invoice date deviates - the invoice date may be at most 15 days after the delivery date
• Returns not credited - for a return you must issue a credit note that references the original invoice
• Prices including VAT - on an invoice you list amounts exclusive of VAT, with the VAT amount shown separately
• Not complying with retention obligation - invoices must be kept for at least 7 years (digital storage is allowed)

VAT return and your bol.com invoices

Your VAT invoices form the basis of your periodic VAT return. As an entrepreneur you usually file a VAT return quarterly with the Tax Authority. You report the total VAT due (VAT on your sales) and the total input tax (VAT you have paid on purchases). The difference is either paid to the Tax Authority or refunded to you.

Tips for a smooth VAT return

• Keep your VAT invoice bol administration in a digital system - not on paper
• Process returns and credit notes immediately, not afterwards
• Check monthly that your invoice numbers are correct
• Store purchase invoices (for VAT deduction) carefully
• Use the Zoloo sales dashboard to view your revenue and VAT amounts per period

Automation: the smartest approach for VAT invoice bol

Manual invoicing becomes simply inefficient when you have more than 50 orders per month. You spend hours on repetitive work that can be fully automated. With automatic invoicing you make it a lot easier for yourself:

• Automatic creation - invoice is generated instantly for every new order
• Automatic sending - customer receives the invoice by email without you doing anything
• Accurate VAT calculation - the system automatically applies the correct VAT rate
• Credit notes for returns - are created automatically and linked to the original invoice
• Professional layout - invoices with your own logo and brand style
• Digital archive - all invoices kept searchable for 7+ years

By automating your invoicing you save on average 5–10 hours per month, reduce errors to virtually zero, and always have your administration ready for the Tax Authority. See how Zoloo's automatic invoicing works and try it free for 14 days.

Frequently asked questions about VAT invoice bol

Do I, as a bol.com seller, always have to send a VAT invoice?

For B2B deliveries you are legally required to send a VAT invoice. For B2C deliveries it is not always mandatory, but it is recommended for your records. Business customers also often request it.

Does bol.com create invoices for my sales?

No, bol.com does not create invoices for sales through the partner platform. As a seller you are responsible for your own invoicing. Bol.com does send you a monthly commission invoice for their selling fees.

How long do I need to keep my VAT invoices?

The legal retention period for invoices is 7 years. This applies to both sales and purchase invoices. Digital storage is allowed, provided the invoices remain unchanged and readable.

What if a customer later requests an invoice?

You are required to send an invoice within a reasonable time. With automatic invoicing you avoid this situation, because each customer receives an invoice immediately upon delivery.

A well-set up BTW factuur bol-workflow saves you time, money and stress. Whether you are just starting to sell or already processing hundreds of orders per month - invest in good invoicing software and make sure your administration is in order from day one. Also check our guides on facturen op bol.com and bol.com facturatie for more tips.