English changes the language you use in AdMemo. Your bookkeeping remains in the Netherlands, with euro amounts and Dutch VAT and tax rules. Choose your business situation, review the suggested values, and check the resulting reports.
This guide explains the product. Your accountant or the Belastingdienst can help determine which rules apply to your business.
VAT rates and price entry
AdMemo supports 21%, 9% and 0% VAT. The general Dutch rate is 21%; the reduced and zero rates apply only in the relevant circumstances. A VAT exemption is a separate treatment. See the Belastingdienst's VAT rate explanation.
For hourly rates and items, choose whether prices include VAT. With Excluding VAT, AdMemo adds VAT to your entered amount. With Including VAT, it calculates the revenue and VAT portions of the customer's total.
See hourly rates and catalogue items.
Choose the invoice or cash accounting scheme
In Settings → Taxes, choose your VAT accounting scheme:
- Invoice accounting uses the invoice date for revenue.
- Cash accounting uses the payment date.
AdMemo requires this choice before your first VAT return. It may suggest a scheme based on your work, invoice use, customers and payment pattern. Review the suggestion before confirming. For cash accounting, record payment dates carefully so paid work falls in the correct VAT period.
The app uses Dutch standard rates internally. Changing language does not change the scheme or make tax brackets and statutory percentages editable.
VAT treatment on work orders
Choose the appropriate treatment for each work-order line. It determines the invoice's VAT and how the line appears in the VAT overview.
| Choice | AdMemo's treatment |
|---|---|
| NL 21% | Calculates 21% VAT for standard Dutch taxable sales. |
| NL 9% | Calculates 9% and identifies the reduced-rate revenue. |
| NL 0% | Records zero-rated Dutch revenue separately from exempt revenue. |
| Dutch VAT reverse-charged to customer | Uses 0% on the line and adds the reverse-charge wording to the invoice. |
| Exempt | Records the exemption instead of ordinary taxable revenue. |
| EU B2B / ICP | Marks eligible intra-EU business sales for ICP review. |
| EU installation/distance sales without OSS | Separates the transaction for review outside ordinary Dutch VAT handling. |
| OSS, outside the Dutch VAT return | Excludes OSS revenue from the Dutch VAT return. |
Review the work order before creating an invoice. Invoice totals show revenue excluding VAT, the VAT amount and the total including VAT. Catalogue items retain their default VAT rate; foreign-sales settings enable additional country and VAT fields for customers.
Expenses and purchase VAT
AdMemo reads the receipt's date, supplier, amounts and VAT where possible. You review those values before saving. Overview → Expenses shows the totals, and the purchase-ledger export provides the entries for your accountant.
VAT on an expense is not automatically fully deductible. The selected purchase-VAT treatment, business use and deductible percentage matter. See receipt scanning and exports.
Review the transaction before choosing VAT
Check the customer or supplier country, VAT ID, type of goods or service, and evidence on the invoice or receipt. Domestic sales, intra-EU business sales, exports, foreign receipts and private or mixed use may require different treatment. Choose based on the actual transaction rather than the language of the document.
EU, ICP, OSS and reverse charge
AdMemo uses EU B2B / ICP for the relevant business sales to another EU country. A missing customer VAT ID triggers Needs checking. Reverse-charge transactions use different VAT return sections from ordinary NL 21% or 9% transactions.
OSS revenue stays outside the Dutch VAT return. Section 3c is used for relevant EU installation/distance sales without OSS; ordinary services may need additional review. See the Belastingdienst's ICP explanation.
Receipts from abroad
Foreign VAT is not ordinary Dutch input VAT. AdMemo does not automatically include foreign VAT in section 5b. Missing or complex country/purchase-VAT information can trigger Needs checking.
Food, private use and mixed use
Review VAT deductibility for food and drink, private use, mixed business/private use, and expenses related to exempt activities. Set Deductible? and Deductible % deliberately. An AI suggestion does not replace that review.
Private-use VAT adjustments
AdMemo asks about private-use corrections in the year's final VAT return, under section 1d Private use. Choosing No leaves that section unchanged. Choosing Yes lets you record the type of asset or subscription and review a calculation.
For mixed-use items such as a telephone, laptop or internet subscription, review the VAT previously deducted, the private-use proportion and the resulting correction. Cars have separate rules: use the Belastingdienst's guidance and enter the reviewed VAT adjustment. AdMemo does not submit your return to the Belastingdienst.
More VAT options for expenses
Open More VAT options to review purchase-VAT treatment, VAT country, deductible percentage and supplier VAT ID. Treatments include Dutch input VAT, reverse charge, EU transactions, imports, foreign VAT and non-deductible VAT.
Unknown purchase-VAT treatment is not silently treated as ordinary Dutch input VAT. AdMemo flags it for review.
What AI does
AI considers the available customer, supplier, country, VAT ID, category, line type and receipt text. It proposes values and shows uncertainty. It does not provide binding tax advice, submit a return or replace your final check. Supplier names, addresses and extracted document text remain source data when you change app language.
Why an entry needs checking
Possible reasons include a missing EU VAT ID, foreign VAT or complex supplier-country information, an unknown import value, an unusual 3c/OSS/reverse-charge situation, private or mixed use, or missing export evidence. Review the flagged fields before relying on the calculation.
VAT return rounding
AdMemo rounds VAT return amounts to whole euros in your favour: VAT due downwards and input VAT upwards. Review the 2026 VAT return explanatory notes for the return instructions.
Legal form, AOW profile and profit estimates
In Settings → Taxes, choose your legal form (Sole proprietor / ZZP or BV), VAT scheme and, where relevant, AOW profile. Foreign sales/ICP and the sports-club canteen scheme are separate settings.
AdMemo uses income-tax rules for the sole-proprietor profit indication and corporation-tax rules for a BV. The AOW profile affects the applicable income-tax calculation. The estimate is a planning aid, not a completed return: credits, deductions, investments, personal circumstances and corrections can affect the final tax due.
Enable foreign sales and ICP
Enable this setting when you need the extra customer-country, VAT-treatment and ICP fields. Review whether an ICP statement is required for your transactions; enabling the setting does not file a statement for you.
Sports-club canteen scheme
Enable this only when it applies to your organisation. AdMemo then provides support for the 1c VAT adjustment. Check the Belastingdienst's canteen and fundraising guidance before using the scheme.
Complex VAT situations
KOR, OSS, margin schemes, new means of transport, larger supplementary returns and special EU services may need additional review. AdMemo flags complex situations instead of treating every transaction as an ordinary Dutch sale or purchase.
Small businesses scheme (KOR)
AdMemo does not determine whether you qualify for KOR. If you participate, configure your administration accordingly and review VAT-free invoice treatment and purchase-VAT deductibility. Check the current KOR eligibility requirements, including the relevant turnover and establishment conditions.
Setup checklist
- Set your hourly rate, whether it includes VAT, and the applicable default VAT rate.
- Review catalogue VAT rates and work-order line treatments.
- Set your legal form, AOW profile and VAT accounting scheme.
- Enable foreign-sales/ICP fields when needed.
- Enable the sports-club canteen scheme only when applicable.
- Review receipt VAT, deductible percentages and flagged entries.
AdMemo calculates amounts, suggests receipt fields, builds totals and produces exports. You review the records and submit the required returns yourself.