Winkel Factuur Insights
There are many questions and misunderstandings about invoices. Do I always have a right to an invoice as a consumer? What should I do if a company does not send an invoice? And how long can I wait to pay? In this article, we answer the 15 most frequently asked questions about invoicing, for both entrepreneurs and consumers.
B2B invoices are legally required and must be sent within 15 days after delivery. The standard payment term is 30 days, and invoices must be kept for 7 years.
Business owners have recurring questions about invoice requirements, VAT rules, and compliance deadlines that are hard to find answers for. This FAQ collection answers the most common invoicing questions with practical examples and links to relevant tools.
1. Do I have a right to an invoice as a consumer?
Not always. For sales to private individuals (B2C), an invoice is only mandatory for wholesale, sales of new vehicles to other EU countries, and distance selling (webshops) above certain amounts or abroad. In most shops, a receipt is sufficient. However, if you ask for it, most companies will be willing to make an invoice.
2. Is a company obliged to send an invoice?
To other entrepreneurs (B2B): Yes, always. This must be done before the 15th of the month following delivery. To consumers (B2C): Usually not, unless it concerns specific cases mentioned above.
3. Do I have a right to a paper invoice?
No, a digital invoice (PDF) is legally equivalent to a paper invoice. The recipient must agree to electronic invoicing, but in practice (especially with webshops), this is often stated in the general terms and conditions.
4. What if I don't receive an invoice?
If you are an entrepreneur, you need an invoice for your VAT deduction. Ask the supplier for it. If they still don't send it? Then you can create an invoice yourself (self-billing) in consultation, or book the expense without VAT refund (but as costs).
5. What if a company does not send an invoice?
As a consumer, this is usually not a problem, unless you want to claim warranty (then a proof of payment is often enough). As a business customer, you can put the supplier in default and demand that they send an invoice.
6. How long does a company have to send an invoice?
The legal deadline is: no later than the 15th day of the month following the delivery. Delivering on January 3rd? Then the invoice must be there before February 15th.
7. How long can one wait to send an invoice?
See above. If you invoice too late, you risk a fine from the tax authorities.
8. Can a company still send an invoice after a year?
Yes. The limitation period for business claims is 5 years. For consumer purchases, this is 2 years. So a company can still send an invoice after a year, and you have to pay it (unless expired).
9. What if you invoice too late?
You risk a fine. In addition, it looks unprofessional and the customer may be difficult about the payment. For VAT, you must declare the turnover in the period in which you should have invoiced.
10. What is the legal payment date for an invoice?
The legal payment term for companies (B2B) is standard 30 days, unless agreed otherwise (maximum 60 days). For consumers, there is no legal term, but 14 or 30 days is common. This must be clearly stated.
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First send a friendly reminder. Then a formal notice. If payment is still not made, you can engage a collection agency. Ensure your file (invoice, reminders) is complete.
12. How can I sell without an invoice?
As an entrepreneur, you are basically not allowed to sell 'off the books'. Everything must be in your administration. For small amounts to private individuals, you may use a receipt or keep a daily record instead of separate invoices.
13. How long can I take to pay an invoice?
As a customer, you must pay within the set term. If you do not do this, you are in default and the supplier may charge statutory interest and collection costs.
14. What is a 'winkelfactuur'?
This is a Dutch term often used for a proof of purchase in a physical store (receipt) or an invoice from a webshop. In our context, Winkel Factuur is the name of our software that automates webshop invoicing.
15. Can I refuse an invoice?
Only if the invoice is incorrect (e.g., wrong amount, not delivered). You must then 'protest' against the invoice. Do this in writing and as soon as possible.
Not always. For sales to private individuals (B2C), an invoice is only mandatory in specific cases such as wholesale, export of new vehicles, or certain distance selling above thresholds. In most shops, a receipt is sufficient. However, if you request an invoice, most companies will provide one.
The legal deadline is no later than the 15th day of the month following delivery. For example, if delivery happens on January 3rd, the invoice must be sent before February 15th. Invoicing too late risks fines from tax authorities.
For B2B transactions, the standard legal payment term is 30 days, unless otherwise agreed (maximum 60 days). For consumers, there is no legally fixed term, but 14 or 30 days is common. The term must be clearly stated on the invoice.
Yes. The limitation period for business claims is 5 years, and for consumer purchases 2 years. So a company can legally send an invoice after a year and you are obliged to pay it, unless the claim has expired.
First send a friendly payment reminder. Then send a formal notice of default. If payment is still not received, you can engage a collection agency. Make sure your file is complete with the original invoice and copies of all reminders sent.
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