Payments and records
Receipts, work orders and employer statements explained
A useful document makes clear what was paid, completed, claimed or certified. Choose the purpose, check the source details and then save a final version. This guide connects four free document tools with your bookkeeping and payroll workflow.
A receipt confirms money received
Use a receipt to record a payment received. Enter recipient, payer, date, purpose and payment method. An invoice tells a customer what is payable; a receipt records that money arrived. Reference the invoice number if one already exists. Article 6:48 of the Dutch Civil Code starts from issuing a receipt upon payment, subject to agreement, custom or fairness. It is therefore not a rule exclusively about cash. For a €121 payment including 21% VAT, the net amount is €100 and VAT €21. Use the rate of the actual supply. A receipt with a VAT breakdown does not automatically replace a required VAT invoice.
| Component | Amount |
|---|---|
| Received including VAT | €121.00 |
| Excluding VAT: 121 / 1.21 | €100.00 |
| VAT: 121 − 100 | €21.00 |
A work order supports completed work
A work order describes an assignment before invoicing. Separate labor and materials so the customer can review the work. Record date and work address and list unfinished work in the notes. A signature should reflect the approval actually agreed between the parties. Two maintenance hours at €60 plus a €35 part produce a €155 net work order. With 21% VAT, the total is €187.55. The invoice button transfers the customer and lines; complete required business details, invoice number and payment terms. Keep work order and invoice together to show which assignment supports the supply.
An expense claim connects reimbursement to evidence
An employee who advances business expenses supplies a date, business purpose, category and amount for each entry. Attach readable receipts. The employer assesses the claim against its expense policy and applicable tax rules. Displayed VAT is a mathematical breakdown, not a decision on deductibility. For business kilometers, the 2026 tax-free maximum increased to €0.25 per kilometer. Payroll must assess the excess where a higher rate was agreed. Do not claim costs again if the employer paid them directly. CSV export transfers amounts by employee and period; the PDF preserves the readable connection with receipts.
The employer certifies mortgage information
The employer statement uses original NHG model 2024-1 2.0. The employer checks personal details, employment, contractual and structural income and any loans or wage garnishment. An employee may prepare details, but an authorised employer representative must certify them. A sample payslip does not replace the actual current payslip from payroll. A fixed-term contract has a separate continuation section requiring an additional signature. For NHG, the employer statement and payslip must be no older than three calendar months at the binding offer date. Ask the adviser which annual statement or other evidence is needed. Also check which electronic signing method the lender accepts.
Review the final version before sharing
Create and download the free PDF on your own device. With Access, archive a version encrypted and reserve the next document number. After changing the entries, archive a new version so the previous details remain retrievable. Always review the final file containing the allocated number. Email shares the archived version with the selected recipient. Its link remains valid for thirty days and allows anyone holding the link to access the document. Revoke the link from the document when needed. Maintain your own records for the applicable retention period; Dutch basic tax records generally need to remain available for seven years. Avoid collecting full citizen service numbers in free-text notes or attachments where the document does not need them.
Common questions
Is the PDF free without an account?
Yes. The complete document PDF is free. Access adds branding, sequential numbering, archiving and direct email.
Does Rekenbox automatically save my signature?
While creating the document it remains on your device. Archiving sends document details to your account. Free local scenarios do not retain signatures or attachments.
Does a sample replace an official employer document?
No. Use a statement actually checked and signed by the employer, together with the real payslip and other requested documents for a mortgage application.
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.
Official model and instructions. NHG — werkgeversverklaring ↗
Current tax-free maximum. Belastingdienst — kilometervergoeding 2026 ↗
Issuing a receipt upon payment. Burgerlijk Wetboek 6:48 ↗
Records and retention requirements. Ondernemersplein — administratie onderhouden ↗
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