Send Invoices as Bol.com Seller

When you sell products on bol.com, you can't avoid it: you need to send a invoice to your customer with every sale. Many sellers underestimate the importance of correct invoicing, but it's not just a legal requirement - it's also essential for your professionalism, customer trust, and administration. In this comprehensive guide, you'll learn exactly how to send an invoice correctly as a bol.com seller, which details are mandatory, how to avoid mistakes, and how to automate the entire process.

Why do you need to send an invoice as a bol.com seller?

Sending an invoice with every sale on bol.com is crucial for several reasons. First and foremost, as an entrepreneur, you're legally required to provide an invoice for every business transaction. This is stipulated in the Tax Act. Additionally, bol.com itself requires sellers to include an invoice with every customer contact, especially when shipping.

Besides the legal requirement, there are also practical benefits:

• Professionalism: an invoice gives your business a reliable appearance
• Customer trust: customers expect an invoice with their purchase, especially for higher amounts
• Administration: invoices form the basis for your accounting and tax returns
• Return policy: for returns, you need the original invoice as a reference
• Dispute resolution: in case of complaints or warranty claims, the invoice serves as proof of the transaction

Legal requirements: what needs to be on an invoice?

The Tax Authority has strict requirements for what needs to be on an invoice. If you need to send an invoice as a bol.com seller, make sure the following information is correctly stated:

For sales under €100 (including VAT) to private customers, you can send a simplified invoice. Fewer details are required, but it's recommended to always use a full invoice to avoid problems.

VAT rates and invoicing rules for bol.com sellers

The Netherlands has three VAT rates that are relevant when sending an invoice:

Be extra careful when selling products to Belgium. Since the introduction of the OSS scheme (One-Stop-Shop) in July 2021, specific rules apply to cross-border sales to private individuals. If your annual turnover from foreign private individuals exceeds €10,000, you must charge the customer's country VAT. Read more about VAT when selling on bol.com in our article on VAT invoices on bol.com.

Step-by-step: sending an invoice via bol.com

Sending an invoice via bol.com is not complicated, but it does require a good system. Here's the step-by-step process:

Step 1: Set up your company details

Go to your bol.com sales account and check that all your company details are correct: company name, address, KvK number, and VAT identification number.

Step 2: Choose an invoicing method

You can create invoices manually (e.g., in Word, Excel, or a free template), but this is error-prone and time-consuming. Most successful sellers use an invoicing tool that automatically generates invoices for each order.

Step 3: Generate the invoice after an order

As soon as a customer places an order, you must create an invoice with all the required information. Make sure the invoice number is consecutive and the invoice date is correct.

Step 4: Include the invoice with shipping

Bol.com requires you to include the invoice when shipping the order. This can be digital (by email) or physical (included in the package). Most sellers choose digital shipping via automated email campaigns.

Step 5: Upload the invoice to bol.com

You can also automatically upload invoices to the bol.com partner platform. This is convenient for your administration and in case bol.com checks your invoices. Read more about this in our article on requesting invoices on bol.com.

Manual vs. automatic invoice sending: comparison

One of the most important decisions you make as a seller is whether to create invoices manually or automate the process. Here's a direct comparison:

With more than a handful of orders per day, automatic invoicing is almost always the better choice. With Zoloo's automatic invoicing, your invoices are automatically generated, sent to the customer, and uploaded to bol.com - without you having to do anything.

Common mistakes when sending invoices

Many bol.com sellers make mistakes in their invoicing that can lead to problems with the tax authorities or bol.com itself. Here are the most common mistakes:

1. Not sending an invoice at all

The biggest mistake is simply forgetting to send an invoice. Bol.com can deduct policy points for this, and the tax authorities can impose fines during an audit.

2. Missing required data

An invoice without a BTW number, KvK number, or correct invoice number does not meet the legal requirements. This can cause problems with your BTW return.

3. Incorrect BTW rate

Not all products are subject to the standard 21% rate. Books, food, and certain other products are subject to the reduced 9% rate. Always check the correct rate for your product category.

4. Non-consecutive invoice numbers

The tax authorities require invoice numbers to be consecutive. Gaps in your number sequence can lead to questions during an audit.

5. Not sending the invoice on time

According to the law, you must issue an invoice no later than the 15th day of the month following delivery. At bol.com, it's customary to send the invoice along with shipping.

6. Incorrect customer data

Always use the current customer data from the bol.com order. Incorrect names or addresses make the invoice legally invalid.

Automatic invoicing with Zoloo

Manually creating and sending invoices is simply not feasible with larger sales volumes. With Zoloo's automatic invoicing, you automate the entire process:

• Automatic invoice generation: a correct invoice is created for every order
• Accurate VAT calculation: the system automatically applies the correct VAT rate based on the product and the customer's country
• Automatic shipping: invoices are sent to the customer automatically when shipping
• Upload to bol.com: invoices are automatically uploaded to the bol.com partner platform
• Clear dashboard: view all your invoices in one overview via the Zoloo Sales Dashboard
• Accounting link: easily export invoices for your accounting

More than 5,000 bol.com sellers use Zoloo for their daily business operations. In addition to invoicing, Zoloo also offers tools for product tracking, keyword research, and AI-driven listing optimization.

Storing invoices: how long and how?

As an entrepreneur, you are required to store your invoices. The tax authority has the following storage periods:

• Basic administration: store for 7 years (including all purchase and sales invoices)
• Real estate: store for 10 years
• Digital invoices: may be stored digitally, provided authenticity and integrity are guaranteed

Tip: use a cloud-based solution to store your invoices securely. This way, you are protected against loss due to hardware problems and always have access to your administration.

Tips for professional invoices

An invoice is also a business card for your company. With these tips, you can make your invoices extra professional:

• Use your company logo on the invoice for brand recognition
• Add a friendly thank-you text ("Thanks for your order!")
• Mention your return policy or a link to your customer service
• Use a clear layout with sufficient whitespace
• Send invoices as a PDF attachment - not as a Word or Excel file
• Consider combining your email campaigns with your invoicing process for maximum customer engagement

Frequently asked questions about sending invoices on bol.com

Is sending an invoice mandatory on bol.com?

Yes, bol.com requires sellers to send an invoice with every customer contact - especially when shipping. Additionally, as an entrepreneur, you are legally required to provide invoices to your customers.

What if a customer requests an invoice?

You are required to provide an invoice upon the customer's request. Do this as soon as possible - preferably within 24 hours. More information about requesting invoices can be found in our separate article.

Can I send a credit invoice for a return?

Yes, when returning an item, you send a credit invoice (also called a credit note) to correct the original invoice. The credit invoice must refer to the original invoice number and mention the refunded amount.

Do I not need to send an invoice under the small business scheme (KOR)?

If you use the KOR, you are exempt from VAT, but you still need to send an invoice. On the invoice, you indicate that the KOR applies and do not charge VAT. In this case, you are not allowed to mention any VAT amount on the invoice.

What if I sell to Belgium?

When selling to Belgian individuals via bol.com, OSS rules apply. Above the threshold of €10,000 in foreign sales per year, you invoice with the Belgian VAT rate (usually 21%). If in doubt, consult an accountant or use a tool that handles this automatically.

Conclusion: don't let invoicing become a bottleneck

Sending a correct invoice is an essential part of successfully selling on bol.com. From legal obligations and VAT rules to customer trust and professional appearance - invoicing deserves serious attention. The key to efficient invoicing is automation: with tools like Zoloo's automatic invoicing, you save time, avoid errors, and always comply with the rules. This way, you can focus on what really matters: selling your products and growing your business.