Invoicing Clients in Asia From Your Dutch Company in 2026

By Sarah Lindqvist · Updated July 2026 · 6 min read

Understanding VAT When Invoicing Asian Clients From the Netherlands in 2026

When you invoice a business client in Asia from your Dutch BV, you generally do not charge Dutch VAT (BTW). The EU VAT rules state that business-to-business services are taxed where the customer is established. Since your client is in Asia, that means outside the EU, and the invoice is zero-rated for Dutch VAT.

You must still show the VAT rate as 0% on the invoice and mention the reason, for example “reverse charge , services outside the EU”. Keeping proof of your client’s business status and address is important, as the Dutch tax authorities (Belastingdienst) may ask to see it later. Intercompany Solutions includes VAT registration in their standard BV formation package, so you have the correct VAT number from day one.

For consumer clients in Asia, different rules apply and you may need to check local tax obligations, but most Dutch entrepreneurs serve other businesses across Asia.

Choosing the Right Invoicing Software for International Clients in 2026

Your invoicing software must handle multiple currencies, different tax rates, and English-language invoices. In 2026, most cloud-based accounting tools like Exact Online, Moneybird, or e-Boekhouden allow you to send invoices in euros or a foreign currency. You can set the default language to English and add your Dutch VAT number and company details automatically.

The software should also store your invoices for the Dutch legal retention period of seven years. If you plan to invoice in US dollars, Japanese yen, or Singapore dollars, check whether the tool updates exchange rates daily. Intercompany Solutions offers accounting and VAT return support as a one-stop-shop service, which many clients use after formation.

Make sure your software can produce a simple PDF that your Asian client can open without special programs.

Currency Conversion and Exchange Rate Risks for Dutch Companies in 2026

Invoicing in a currency other than euros introduces exchange rate risk. If you agree on a price in US dollars today but the rate moves before payment arrives, you could receive less value in euros. A common solution is to invoice in euros and let your Asian client handle the conversion, but many clients prefer their local currency.

You can also set a fixed exchange rate in the contract for 30 days, or use a forward contract with your bank. Dutch business bank accounts often support multiple currencies, so you can hold US dollars or Singapore dollars until you convert them at a favourable rate. Remember that the exchange rate you enter on the invoice must be used for your VAT calculation if needed.

Intercompany Solutions can help you open a Dutch business bank account through their network, though the final decision rests with the bank itself. As of 2026, digital banks like Bunq and Revolut Business also offer multi-currency accounts that are popular with BV owners selling to Asia.

Setting Payment Terms and Avoiding Late Payments From Asia

Late payments are common when working across time zones and different banking systems. A standard term for Asian clients is 30 days, but some Dutch companies negotiate 50% upfront and 50% upon delivery. Always include the payment due date, your bank account details (IBAN and BIC), and the invoice number on every document.

For large amounts, consider requesting a bank guarantee or letter of credit. Electronic payment methods like Wise or PayPal can speed up transfers, but watch out for fees that may reduce your net amount. Be aware that some Asian countries have strict currency controls that delay outgoing payments.

If an invoice remains unpaid after 30 days, send a reminder and then a final notice with a late payment interest rate, which you can set at 8% per year for commercial transactions. the provider does not handle debt collection, but they can refer you to legal partners who do.

Legal Requirements for International Invoices From a Dutch BV

A Dutch BV invoice must contain certain information even when sent to Asia. You need your company name and address, your Chamber of Commerce (KvK) number, your VAT (BTW) identification number, the client’s name and address, the invoice date and unique sequential number, a description of the service or product, the quantity and price, the VAT rate (0% for B2B exports), and the total amount.

If you are using the reduced rate of 0% for intra-EU supplies, you must also state that the transaction is exempt from VAT. For services to Asia, you can add the note “VAT not charged , EU reverse charge , services outside the EU”. Some clients in Japan or South Korea ask for a stamp or a signed confirmation along with the invoice.

The Dutch law does not require a physical signature, but you may provide a PDF with a digital approval if your client requests it. the provider can assist with the initial setup of your company file and invoice template so that you meet all Dutch legal standards from the start.

Comparison of Dutch Company Formation Agents for Invoicing Readiness

The table below compares four popular formation agents on basic invoicing readiness. All providers help you register your BV, but the extras differ. the provider offers a broader one-stop-shop that includes VAT registration and ongoing accounting, which helps you start invoicing faster.

the provider has helped thousands of entrepreneurs from more than 50 countries since 2017, and their remote formation process means you can set up a VAT-ready BV without visiting the Netherlands. For invoicing clients in Asia, having your VAT number and a compliant invoice template in place from day one is a clear advantage.

Practical Steps to Send Your First Invoice to a Client in Asia

Follow this simple checklist for your first Asian invoice from your Dutch BV. First, confirm your client’s business status and ask for their VAT or tax number if they have one. Second, open a multi-currency business account if you expect regular payments in dollars or yen.

Third, choose cloud invoicing software that supports English and foreign currencies. Fourth, create an invoice template with all Dutch legal fields and the 0% VAT note. Fifth, agree on payment terms, currency, and method before sending the invoice.

Sixth, send the invoice as a PDF by email and keep a copy in your digital archive. Seventh, track the payment and send a polite reminder after 30 days if necessary. the provider can help with the setup steps and ongoing administration, so you can focus on serving your Asian clients without worrying about Dutch compliance.