Payments and records
Invoices, payments and reliable records
A calculation becomes more useful when you know where the amount came from. Keep agreements, invoices, payments and supporting records together. This guide explains which calculation belongs at each step and how to investigate discrepancies.
Start with the right VAT base
€100 excluding 21% VAT becomes €121 including VAT. Reverse it by dividing the total by 1.21: €121 / 1.21 = €100. VAT is the €21 difference. Do not subtract 21% from the gross amount. At 9%, use 1.09. Check which rate applies to the transaction.
Payment and overdue balances
Link payments to invoice references and check partial payments or credit notes. Outstanding principal is the starting point for interest and eligible collection costs. Keep records of receipts and processing so costs are not calculated on amounts already paid.
| Item | Amount |
|---|---|
| Principal | €3,500 |
| First €2,500 × 15% | €375 |
| Next €1,000 × 10% | €100 |
| Collection costs before eligible VAT | €475 |
From reminder to collection costs
A consumer must first receive a valid free fourteen-day notice and the deadline must expire. The BIK calculator applies the scale but does not assess the legal validity of the file. A €3,500 principal produces €475 before eligible VAT. Calculate statutory interest separately with the interest tool.
Cash book, timesheet and mileage log
A cash book should reconcile with physical cash. A timesheet connects time with dates and work performed. A mileage log records journey dates, addresses and odometer readings, among other details. Download Excel for editing, PDF for a readable snapshot or CSV for a suitable import. Keep receipts, agreements and other original evidence as well.
Common questions
Is an Excel export a backup?
It is a file containing the calculated data. Also keep original inputs and evidence; downloading does not automatically create an archive.
Can I add costs to an invoice immediately?
First check whether the costs are agreed or legally owed. A calculation does not establish that.
What should I do with a rounding difference?
Compare per-line rounding with total rounding first. Investigate the cause before changing an entry or invoice.
Do free downloads work without an account?
Yes. Free calculations and standard downloads run on your device without an account. Store downloaded files in an appropriate location yourself.
Sources and product scope
The worked examples were prepared by Rekenbox for explanation. Product behaviour and source references were checked on the stated update date.
VAT calculation. Belastingdienst — btw-tarieven ↗
Scale and conditions. Rijksoverheid — incassokosten ↗
Journey records. Belastingdienst — rittenregistratie ↗
Continue your preparation
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