Basic details on quotation

Always include the following basic information on your quotations:

• your full name and that of your potential customer
  You mention the legal name. The trade name is also allowed, if it is registered with the Chamber of Commerce in combination with the address and residence. For fiscal entities, it is customary for the name of the entity providing the service to appear on the invoice.
• your full address and that of your potential customer
  You state the address where the company is actually located. Mentioning only a PO Box number is not sufficient.
• your VAT number
  In the case of fiscal entities, this is the VAT number of the component supplying the service.
• your Chamber of Commerce number
• the date on which the quotation was issued
• the period of validity of the quotation
• a quotation number
• the nature of the goods or services you intend to supply
• the quantity of the goods or the scope of the services you intend to supply
• the date on which the goods or services will be supplied
• the amount you will charge, excluding VAT
  Do you supply services with different VAT rates? If so, list the separate amounts. In addition, include the unit price, if applicable.
• the VAT rate you charge
• the VAT amount.

For individuals, VAT is part of the price, so the quotation to an individual is always inclusive of VAT.

Quotations to companies may include or exclude VAT.

In addition, your quotation should include the most important conditions under which you provide the quotation, such as the Terms and conditons.

Finally, you state how your potential customer can agree to your quotation. Legally, a signature is required for validity.

Once your potential customer signs the quotation, your quotation is a legal agreement.

Save your quotations

All quotations you send or receive are kept in your administration. This is mandatory because we need to be able to audit your administration. You keep the quotations in the form in which you sent or received them. So you don't print digital quotations, but you keep them digitally. You keep the quotations for 7 years. You keep quotations about real estate for 9 years.

Quotations that have not resulted in any orders must also be saved.

ATTENTION!

For the following services (also services that fall under the MOSS regulation) a retention period of 10 years applies:

• electronic services
• telecommunications services
• radio and television broadcasting services.

You can read about what these services entail at Digital services.

Retention obligation of quotations that have been scanned

You may also scan quotations and retain them digitally. However, there must be a correct and complete reproduction of the original. It is important that the authenticity features are also stored. You can read about this in the brochure 'Uw geautomatiseerde administratie en de fiscale bewaarplicht' (NL).

If you meet the conditions, you do not have to keep the original quotations. This digital administration must also be kept for 7, 9 or 10 years and be verifiable within a reasonable period of time.