Invoices

Create, check and follow up invoices

An invoice starts as a draft. Add lines, check customer details and VAT, finalize the invoice and then follow sending and payment.

Open invoices

How it works

The normal route from draft to payment.

1 Create a new invoice and choose the right customer. Check address, email, country and VAT number before continuing.
2 Add invoice lines. For each line, choose description, quantity, price, discount and VAT treatment.
3 Check the 'Supply' or 'Service period' line. Invoices for recorded hours use the work dates; manual invoices suggest the invoice date. Use 'Change' to select another date, period or advance payment received. Your choice is included when finalizing. Also check the amounts, VAT and client details.
4 As long as the invoice is a draft, you can edit or remove lines. Use this moment for the final content check.
5 Finalize the invoice. It is then posted, and you can use PDF/UBL for sending or administration.
6 Register payments when money arrives. For corrections, you usually create a credit invoice instead of changing the original invoice.

Invoice is wrong and the VAT return has already been filed?

Edit a draft before finalizing it. Correct a final invoice with a credit invoice or additional invoice. A new price reduction belongs to the new period and is not automatically an error in the earlier return. If a filed return was wrong, reconcile it with the books and follow the correction process; do not post existing changes twice.

Read how VAT corrections work

Online payments with Stripe

Want customers to pay directly from the invoice? Connect Stripe in Online payments in your company settings. After that, you can create a payment link for finalized invoices and include it in the invoice email.

The business owner first completes Stripe onboarding, so payments and payouts are active.
For a finalized or sent invoice, you can create a Stripe payment link.
The payment link can be included in the invoice email and shown on the invoice PDF.
When Stripe reports a successful payment, UurKlus records the invoice payment in the administration.

Create a credit invoice

Use a credit invoice to correct a final invoice in a visible and auditable way.

When do you use a credit invoice?

A final invoice is part of your administration. If something needs to be reversed later, do not silently change the original invoice. Create a new credit invoice that refers to the original invoice.

The customer receives a full or partial refund.
The final invoice had an incorrect amount, quantity, discount or VAT amount.
A job was cancelled after the invoice had already been finalized.
You want to clearly show which invoice was corrected and why.

How to do this in UurKlus

1 Open the final, sent or paid original invoice. UurKlus does not create a credit invoice from another credit invoice and allows one linked credit invoice per original through this action.
2 Choose Create credit invoice. UurKlus creates a draft credit invoice with a reference to the original invoice.
3 Check the lines and amounts. A credit invoice must have a negative total amount.
4 Finalize the credit invoice once the correction is correct. A negative open item is then created.
5 If you refund money to the customer, register a negative payment on the credit invoice, for example -205.70.

The credit refers to the original invoice and reduces revenue and VAT in the corresponding box on the credit date. For an earlier error, also reconcile filed returns. Edit a draft credit directly; correct a wrong final credit with an additional invoice containing a reference and explanation. A VAT correction does not replace the invoice document.

Write off uncollectible invoices

Use this only when collection is no longer realistic.

If a customer does not pay a finalized or sent invoice, you can write off the outstanding receivable as uncollectible once it is clear it will not be paid. At the latest, the receivable is considered uncollectible 1 year after the agreed due date; without an agreed payment term, first apply the statutory 30-day term after receipt.

The write-off uses the amount still unpaid on the relevant tax date and reduces the receivable accordingly.
The net part is posted as bad debt expense; the VAT part reduces VAT payable.
The app uses the due date plus one year. If non-payment became certain earlier, enter that earlier date and reason and retain evidence. Both unpaid turnover and VAT reduce the original domestic box, usually 1a or 1b, in that period. For a late write-off, later receipts already registered are processed in their receipt period. If an affected return was filed, check reconciliation and the correction route.
Received a payment after all? Choose 'Record recovery payment' on the invoice and enter the amount received and the actual payment date. UurKlus restores the corresponding loss and includes the previously reclaimed turnover and VAT for the received portion in the period of receipt. The unpaid remainder stays written off.

Tax Administration: VAT refund for uncollectible receivables

Statuses

Each status determines what you can still do.

Draft

Fully editable. Use it to check lines, customer details and VAT settings.

Final

The invoice is fixed and posted. You should not casually change the content anymore.

Sent

The invoice was sent to the customer or marked as sent. Follow up payment next.

Paid

A payment was registered. The open debtor amount is reduced.

Uncollectible

The outstanding receivable has been written off. Its turnover and VAT reduce the report for the period when the debt became uncollectible. This does not amend an already filed return.

Credit invoice

Use this to reverse or correct a finalized invoice.

Payment reminders

Follow up manually when an invoice is overdue.

From invoice details you can manually send reminder 1, 2 or 3. The option is only shown for final or sent invoices that still have an outstanding amount and are past their due date.

UurKlus first creates a draft email that you can review and edit.
The message and invoice PDF follow the language set on the client.
After sending, the reminder is logged on the invoice, including level, recipient, subject, date and outstanding amount.

VAT on invoices

The VAT choice drives both the invoice total and the posting.

Dutch sales 21%, 9% or other

Use this for normal Dutch revenue. UurKlus posts 21% to box 1a, 9% to 1b and other taxable domestic rates to 1c.

Reverse charge VAT

Use this only when VAT is reverse charged to the customer. UurKlus reports the turnover in box 1e, without payable VAT. Box 2a is for VAT reverse charged to you as the buyer.

Customers in other EU countries

For ordinary services to EU consumers or EU customers without a VAT ID, UurKlus proposes Dutch VAT. The correct rate depends on the service. Property, digital services and goods may follow different rules; use the Dutch Tax Administration tool linked in the line editor. OSS/IOSS is not yet supported; handle these sales and filings externally. Under VAT, open EC Sales List and OSS to review ordinary ICP per month or eligible quarter and record the external statement with corrections. Replace the old generic 'EU consumer services' choice with an explicit VAT treatment before finalising. For EU business customers with a verified VAT ID, intra-community supplies may belong in box 3b and the ICP listing.

Export or services outside the EU

Use non-EU goods export for box 3a. Services outside the EU are usually outside the Dutch VAT return. Keep supporting evidence.

No VAT, exempt or 0%

Distinguish domestic zero-rated and domestic reverse-charged turnover in 1e from exempt turnover outside the return. With a recorded KOR or exempt profile, ordinary domestic sales use exemption. Invoicing without VAT is not a discount and does not automatically remove every filing obligation.

Margin scheme — not supported

UurKlus does not currently support the margin scheme. It requires purchase records, calculation of the taxable profit margin and an invoice without separately stated VAT. New margin-scheme invoices and quotes are therefore blocked. Existing entries remain visible and are not automatically changed. Have these entries and any earlier returns reviewed; do not simply change them to 0% or ordinary VAT. Ordinary VAT on the full selling price requires an explicit choice of the normal VAT scheme.

Revenue accounts

Revenue accounts support reporting; the VAT treatment and tax date determine the return.

UurKlus uses separate revenue accounts for reporting and year-end work. The VAT return remains driven by VAT metadata on each journal line.

8000 - Domestic revenue 21% (box 1a)
8010 - Domestic revenue 9% (box 1b)
8020 - Domestic revenue 0% / reverse charge (box 1e)
8025 - Domestic revenue other rates (box 1c)
8030 - EU B2B / ICP revenue (box 3b)
8040 - Export revenue outside EU goods (box 3a)
8050 - Exempt / no VAT revenue
8060 - Historical OSS / EU B2C revenue; new OSS/IOSS invoices are not supported
8070 - Historical margin-scheme revenue; new margin-scheme invoices are not supported
8080 - Other foreign revenue

Style your invoices and quotes

Go to Settings → Company → Your document style. Choose Classic, Modern or Minimal, an accent colour and a font. More style options lets you adjust the logo and separate text below invoices and quotes. The preview uses fictional amounts; you can download the actual sample PDF.

Save to apply the style to new documents and editable drafts. Finalised invoices and issued quote versions retain their design. Credit invoices follow the original invoice style. After replacing your company logo, save the document style again. Your own text is not translated automatically.

Set document style

What to watch

These checks prevent cleanup later.

Only finalize when customer, lines, amounts and VAT are correct.

Use clear descriptions; the customer and bookkeeper read the same lines.

Check foreign customers extra carefully: country, VAT number and VAT type must fit together.

Correct final invoices with a credit invoice when amounts or VAT were wrong.

Frequently asked questions

Why can I no longer edit an invoice?

After finalizing, the invoice is posted. That keeps the administration auditable.

Do I need both PDF and UBL?

The PDF is readable for the customer. UBL is useful for automatic processing in accounting software.

What does registering a payment do?

UurKlus posts the receipt and reduces the outstanding debtor.

When do I use a credit invoice?

Use a credit for a price reduction or correction of an ordinary final invoice. Check the negative amounts and reference. UurKlus blocks crediting another credit; correct a wrong final credit with an additional invoice. A new price reduction does not automatically amend an earlier VAT return.

What is the difference between crediting and writing off as uncollectible?

A credit invoice corrects content or price. Write off as uncollectible when a correct invoice is not paid. When non-payment is certain, and at the latest one year after the due date, process the unpaid part in the appropriate period. The Tax Administration requires both turnover and VAT to be reduced in the original box. A later receipt requires VAT again in its receipt period.

VAT, returns and document retention Read the tax guide on VAT profiles, KOR, EC Sales Lists, annual review and return reconciliation, with Tax Administration sources.