Outsourcing your bookkeeping: this is what you provide (and nothing more)
Written by Ilias Aarrass7 min read · Published on · Last reviewed on 
In short
At the start your bookkeeper needs your registration number, VAT ID and latest returns; after that you deliver receipts monthly, invoices and bank quarterly, and hours and mileage at year end.
- Bank data cannot show cash spending, business costs paid privately, your hours or your kilometres; you must supply those yourself.
- Deducting VAT requires the invoice itself, not the bank debit; request missing invoices again from your supplier.
- Your records include till receipts, purchase and sales books, received and sent invoices, bank statements, contracts and your trip log.
- Your VAT return must be filed and paid by the end of the month after the quarter, so deliver well before that.
Many freelancers postpone outsourcing their bookkeeping because they think everything needs to be in order first. The opposite is true: especially when it is not in order, this is the moment. This article explains exactly what a bookkeeper needs from you at the start and what you provide monthly after that. Spoiler: it is a short list.
What you provide at the start
To start, your bookkeeper needs: your Chamber of Commerce number and VAT ID, access to or an export of your existing records if any, your latest VAT returns and your latest income tax return. Coming from another bookkeeper, the depreciation schedule and closing balance are added. Your new bookkeeper usually requests those documents directly from the old firm.
Just starting and no records yet? Then the list is even shorter: your registration details, your business account and your first invoices and receipts. Setting up the administration is then precisely the bookkeeper's job, not yours.
The monthly routine: three things
After that it comes down to three habits. One: scan or forward receipts and purchase invoices immediately, ideally the moment you get them. Two: create your sales invoices in the accounting software, so they land in the records automatically. Three: keep your business account linked, so transactions come in by themselves. Altogether this costs most freelancers a few minutes per week at most.
The rest is up to your bookkeeper: processing and matching transactions, preparing and filing VAT returns, asking questions when something is unclear and raising a flag when something stands out. You do not need to know ledger accounts or understand VAT boxes.
What you do not need to do
You do not need to sort your receipts, type them into a spreadsheet or pre-categorise them. In fact, better not to, because double work leads to errors. A photo of the receipt is enough. You also do not need to keep up with tax rules; spotting that the small businesses scheme or a deduction is relevant for you is part of your bookkeeper's job.
One thing always remains your responsibility: completeness. A bookkeeper can only process what they see. Business costs paid privately, cash turnover or a new income stream: mention it briefly, and your records will truly be correct.
Why a messy start is no problem
Hesitating because your records are a mess or there is a backlog? For a bookkeeper that is daily work. Clearing backlogs, requesting missing invoices and restructuring an administration is part of the craft. The only bad start is the one you keep postponing: every month of waiting makes the catch-up bigger and the chance of missed deductions greater.
The delivery checklist per period
What your bookkeeper needs differs per moment in the year. Each quarter it is about VAT, at year end about your entire administration. This list covers most sole traders.
| Moment | What you deliver |
|---|---|
| Every month | Receipts and purchase invoices, scanned or via the app |
| Every quarter | Sales invoices, bank transactions and the cash book |
| At year end | Time records, mileage log, stock count |
| Once, or when something changes | Contracts, lease agreements, insurance policies |
| For the income tax return | Annual statements of wages and benefits, your partner's details |
What your bookkeeper cannot read from your bank
Bank transactions show that money was spent, not on what or why. For VAT the invoice itself is required, not the debit. And anything that does not run through your account is invisible: cash spending, business costs paid privately, your kilometres and your hours. Precisely those items yield the most deduction, and are forgotten most often.
Frequently asked questions
What must I deliver monthly?
Your receipts and purchase invoices. Scan them the moment you receive them; thermal till receipts fade within months. See storing receipts digitally.
Cannot my bookkeeper read everything from my bank?
No. A bank transaction shows an amount, not a VAT amount or a reason. Deducting VAT requires the invoice. Cash spending, kilometres and hours do not appear in your bank at all.
Must I sort my receipts before delivering them?
Neatly delivered work is cheaper to process than a shoebox, but sorting by category is usually unnecessary. Chronological and complete is enough; ask your bookkeeper what they prefer.
What if I lost an invoice?
Request it again from your supplier; that is almost always possible. For subscriptions, invoices are usually available in your online account. Without an invoice you cannot reclaim the VAT.
How do I deliver my hours and kilometres?
As a single yearly overview, with date, description and quantity. Your time record is the evidence for the hours criterion and your mileage log for your travel deduction.
When must everything be delivered?
For VAT, well before the end of the month after the quarter, since the return must be filed and paid by then. For the annual close it depends on the arrangements with your bookkeeper; the earlier, the more room to still optimise something. How to authorise your bookkeeper without sharing your login is in authorising your bookkeeper.
Sources
- What belongs in your records?Belastingdienst · belastingdienst.nl
- Record retention: 7 or 10 yearsBelastingdienst · 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.
