Setting Up Your Accounts
What you need to keep, track, and organise as a freelancer
When you're just starting out as a freelancer in the Netherlands, it’s tempting to focus on the exciting parts – finding clients, building your brand, working from cafés. But one of the most important things you can do early on is get your accounts in order.
Having clear, organised bookkeeping from the start will save you time, reduce stress, and help you avoid issues with the tax office.
And the good news? It doesn’t have to be complicated.
Why bookkeeping matters
Yes, the Belastingdienst (Dutch tax office) requires you to keep proper records. But beyond that, it helps you:
Understand how much you’re actually earning
Know what you can afford to spend
Avoid unexpected tax bills and deadlines
Keep track of your deductible costs
Feel more in control of your business
It's not about doing everything perfectly – it’s about setting yourself up to run things smoothly.
What you need to set up your accounts
Here’s what we recommend you put in place from day one:
1. Open a business bank account
This isn’t mandatory, but it makes life much easier. Keeping your business and personal money separate means:
Less confusion when reviewing transactions
Easier tax prep
Clearer insight into what’s yours to spend
Bunq, Knab, and Rabobank all offer solid options for freelancers.
2. Use proper bookkeeping software
Spreadsheets are fine in the very beginning, but they can quickly become time-consuming and prone to errors. Bookkeeping software helps you:
Create and send invoices
Log expenses and income
File VAT returns
Keep everything in one place
We usually recommend QuickBooks Online, especially for international freelancers, as it’s fully in English. If you’re comfortable in Dutch, Moneybird or MoneyMonk are also excellent options.
3. Keep digital records
You’re required to hold onto your business records for at least 7 years – but that doesn’t mean printing everything out.
Store receipts, invoices, and statements digitally
Use folders like: Income, Expenses, VAT, Belastingdienst
Make sure everything is backed up and easy to find
4. Understand your VAT requirements
Most freelancers in the Netherlands need to:
Charge VAT (usually 21%) on services to Dutch clients
File VAT returns quarterly (BTW aangifte)
Track VAT paid on expenses
If you sell digital products or services to private clients in other EU countries, you may need to register for the OSS scheme (One Stop Shop) – this allows you to report all EU VAT in one place, instead of country by country.
Should you do it yourself?
Some freelancers prefer to handle their own bookkeeping, and that’s absolutely fine if you have the time and interest. But for many, it’s one more task to juggle. And when things get busy, it’s often the first to fall behind.
Common problems we see include:
Missed VAT deadlines
Forgotten deductible expenses
Untracked income
Not setting enough aside for tax
General overwhelm
Mistakes to avoid
❌ Not keeping records from day one
❌ Forgetting to file VAT returns
❌ Mixing personal and business finances
❌ Losing receipts or missing important paperwork
The earlier you put systems in place, the easier it becomes to stay on top of everything and avoid problems later on.
How we can help
We offer a simple, all-in-one monthly plan designed for freelancers in the Netherlands.
You send us your documents each month – we handle the rest.
Included:
Bookkeeping (up to 60 transactions/month)
Quarterly VAT returns
Annual income tax filing
Monthly income & expense reports
A year-end wrap-up call
Email support when you need it
It’s designed to keep your finances organised without adding to your to-do list.