Record retention: 7 years, and 10 years for property
Written by Ilias Aarrass6 min read · Published on · Last reviewed on 
In short
You must keep your records for 7 years, and data on immovable property for 10; the period starts at the end of the financial year the document belongs to.
- Core data such as accounts receivable, accounts payable and the general ledger must always be kept the full 7 years.
- Scanning is allowed: you may discard the original as long as the digital version stays a reliable, legible reproduction.
- Business email and messaging containing price agreements are part of your records too.
- The retention obligation continues after you close your business and deregister from the Chamber of Commerce.
Record retention is one of those rules nobody thinks about until the tax office calls. The main rule is simple: seven years. But there is a ten-year exception, there is a difference between what you must keep and what is useful to keep, and the question of whether a scan is enough comes up almost weekly. This article sets it out.
The main rule: seven years
You are legally required to keep your records for seven years. That period does not start on the invoice date but at the end of the financial year the document belongs to. So a receipt from March 2026 may only be discarded after 31 December 2033.
Those seven years align with the period within which the tax authorities can issue an additional assessment. Once they can no longer do so, you no longer need to keep the evidence.
The exception: ten years for property
For data on immovable property a ten-year retention period applies. The reason is the VAT adjustment period: for property the tax authorities track VAT deduction for ten years, because its use can change during that time.
If you bought or renovated business premises, or have a home office for which you reclaimed VAT, those documents must be kept for ten years. For ordinary movable investments such as a laptop or machine the adjustment period is five years and the seven-year rule remains decisive.
| Type of data | Retention period |
|---|---|
| Invoices, receipts, bank statements, contracts | 7 years |
| Data on immovable property | 10 years |
| Payroll records after employment ends | 5 to 7 years |
What exactly counts as your records?
Broader than most entrepreneurs assume. It is not only invoices and receipts, but everything relevant to taxation. Part of it is designated as core records, from which you may never deviate.
- Sales and purchase invoices, and the credit notes that go with them
- Bank statements from your business account, and cash records if you accept cash
- Contracts, quotes, order confirmations and your terms and conditions
- Your time records, needed for the hours criterion
- Your mileage records if you use a car for business
- Returns and assessments: VAT, income tax and any corrections
- Business email and messaging containing agreements about assignments
May it be digital?
Yes. You may scan paper documents and discard the original, provided the digital version is a reliable reproduction and remains accessible for the full period. That means all data legible, nothing lost, and authenticity and completeness assured.
In practice a decent scan from your accounting software is almost always fine. More on the conditions in storing receipts and invoices digitally.
Two things that often go wrong
First: thermal till receipts fade within months. Scan them straight away, because in five years the paper will be blank. Second: if you switch accounting software, you must carry the old data over in a readable form. An export you can no longer open does not count as retained.
If you stop trading
The retention obligation does not end when you close your business. Even after deregistering from the Chamber of Commerce you must keep the records available for the remaining years. So when you cancel your accounting subscription, make a full export you can open independently. See also stopping or pausing as a freelancer.
Frequently asked questions
How long must I keep my records?
Seven years. That period starts at the end of the financial year the document belongs to, not on the invoice date. For immovable property it is ten years.
May I scan receipts and discard the paper?
Yes, if the scan is a reliable reproduction, all data stays legible and it remains accessible for the whole retention period. Do it immediately for thermal till receipts, which fade within months.
Why ten years for property?
Because the VAT adjustment period for immovable property is ten years. The tax authorities track the VAT deduction throughout that period, because the use of the property can change.
Must I keep records after I stop trading?
Yes. Even after deregistering from the Chamber of Commerce the obligation continues until the period expires. When cancelling your accounting software, make an export you can open independently.
Does WhatsApp with clients count as records?
If it contains agreements on assignments or prices, yes. Everything relevant to taxation falls under your records. Better to confirm such agreements by email.
Sources
- How long must you keep your records?Belastingdienst · belastingdienst.nl
Sources checked on
This article provides general information based on the rules known for 2026 and does not replace personal tax advice. For your specific situation, we're happy to take a look with you.
