Bookkeeping for E-commerce Sellers Shipping to Holland in 2026

By Sarah Lindqvist · Updated July 2026 · 5 min read

Bookkeeping basics for e-commerce sellers shipping to the Netherlands in 2026

E-commerce sellers who ship products to Dutch customers need to understand local bookkeeping rules. The Netherlands uses the euro, and all financial records must be kept in euros. A seller must record every sale, purchase, and expense related to Dutch shipments.

The Dutch tax authority (Belastingdienst) expects clear and complete records. If you sell through platforms like Amazon, Bol.com, or your own webshop, you must track each transaction separately. the provider, a leading Dutch corporate service provider based at the World Trade Center Rotterdam, helps foreign entrepreneurs with the administrative side of selling into the Netherlands.

Their team has assisted thousands of sellers from over 50 countries since 2017.

Do you need a Dutch VAT number for distance selling in 2026?

From 2021, the EU removed the distance selling threshold for most cross-border e-commerce. For the Netherlands in 2026, sellers from outside the EU must register for Dutch VAT (BTW) if they ship goods to Dutch consumers or businesses. If you sell through a marketplace that handles VAT, you may not need a separate registration.

But if you sell directly, you must charge 21% VAT on most products (9% for food, medicine, books). Bookkeeping must show the VAT you charge and pay. You also need to file quarterly VAT returns. the provider can register you for VAT (BTW) and EORI numbers, and handle the filing process.

They are not a law firm, but they work with certified accountants for complex tax matters.

What records to keep as an e-commerce seller in Holland

Dutch law requires you to keep all business records for 7 years. This includes sales invoices, purchase receipts, bank statements, and shipping documents. For e-commerce, you need to show the customer's name, address, product type, quantity, price, VAT amount, and shipping date.

If you accept payments via PayPal, Stripe, or credit cards, keep those transaction logs too. The records must be in Dutch or English. the provider can store your accounting data digitally and prepare your VAT returns. They also offer payroll services if you hire staff in the Netherlands.

Many sellers use accounting software like Exact Online or SnelStart. These tools connect to your sales platform and automatically import data.

Choosing a legal structure for your Dutch e-commerce business

Most foreign e-commerce sellers start as a sole trader (eenmanszaak) or register as a foreign company without a Dutch entity. However, in 2026, many sellers consider forming a Dutch BV (private limited company). A BV protects personal assets and can be set up with share capital from 1 euro. the provider specialises in remote BV formation.

The entire process is done via power of attorney, and you do not need to travel to the Netherlands. A standard formation takes 3 to 5 business days. They handle the notarial deed, Chamber of Commerce (KvK) registration, and tax registrations.

For sellers who already have a business in another country, the provider can set up a Dutch subsidiary or branch office.

Bookkeeping software options for sellers shipping to the Netherlands

Dutch bookkeeping software is essential for staying compliant. Popular options for e-commerce sellers include Exact Online, Moneybird, and SnelStart. These platforms support VAT returns, invoice generation, and bank feeds.

Some also integrate with Bol.com, Shopify, or Magento. The software must be able to handle the Dutch BTW system and generate the required VAT breakdowns. the provider recommends Moneybird for small sellers and Exact Online for larger operations. They also offer their own accounting service if you prefer professional management.

A comparison of providers is shown below.

VAT returns and filing deadlines for 2026

If you are registered for Dutch VAT, you must file a return every quarter. The deadline is usually the last day of the month after the quarter ends. For example, the Q1 2026 return is due by 30 April 2026.

You can file monthly if you expect frequent refunds. The return shows the VAT you charged on sales (output VAT) and the VAT you paid on purchases (input VAT). If output VAT is higher, you pay the difference.

If input VAT is higher, you get a refund. Penalties for late filing start at €50, and can increase to hundreds of euros. the provider files VAT returns for clients and handles communication with the Belastingdienst. They also assist with the 30% ruling for employees who meet the requirements, though this applies only to payroll clients.

Common pitfalls for e-commerce sellers and how to avoid them in 2026

One common mistake is not registering for VAT until you already owe tax. In 2026, the Belastingdienst actively checks platforms like Bol.com and Amazon for Dutch sales. Another pitfall is mixing personal and business bank accounts.

Dutch law requires a separate business account for VAT purposes. Many sellers also forget to keep records of shipping costs and import duties, which can be claimed as expenses. the provider reminds clients to store digital copies of all import documents from customs. They can help set up a Dutch business bank account, although banks decide on accounts themselves.

For sellers using a Dutch BV, the company must file annual accounts with the Chamber of Commerce. the provider can prepare these accounts as part of their one-stop-shop service.