Bookkeeping for e-commerce freelancers: VAT, abroad and stock
Written by Ilias Aarrass5 min read · Published on · Last reviewed on 
In short
If your sales to EU consumers stay below € 10,000 a year you charge Dutch VAT; above that, your customer's country rate, declared through the One Stop Shop.
- Selling through a marketplace, your turnover is the full sale amount and the commission is a cost; never book only the payout.
- Platform invoices often carry reverse-charged VAT that you declare yourself and deduct in the same return.
- Every refund to a customer lowers your turnover and the VAT you owe in the period of the refund.
- Whatever is still in stock on 31 December is not yet a cost; an annual stock count is needed even for a small shop.
Running a webshop or selling online seems simple, but fiscally there's a lot to it. You often sell to customers in other EU countries, work with platforms such as bol or Amazon and have stock to manage. This article explains what you should watch for as an e-commerce entrepreneur to keep your VAT and bookkeeping correct.
VAT on sales abroad
If you sell to private individuals in other EU countries, you deal with the rules for distance sales. If you exceed the threshold of 10,000 euros per year, which covers your distance sales and digital services to EU consumers combined, you must charge VAT according to the rate of your customer's country. Via the One Stop Shop scheme (OSS) you declare that foreign VAT all at once with the Dutch tax authorities.
If you sell to businesses abroad, you can often reverse-charge the VAT. It's important to administer your sales per country and per type of customer well, because the VAT treatment differs. A bookkeeping program set up for this saves a lot of sorting out.
Stock and purchasing
Stock is an important part of your bookkeeping. At the end of the year you count your stock to determine your profit correctly: unsold products aren't yet costs. If you purchase from countries outside the EU, you deal with import VAT and sometimes customs duties.
Keep your purchase invoices and stock movements tidy. If you work with dropshipping, the stock runs via your supplier, but the distance-sales VAT rules still apply. Make sure you know who pays VAT where.
Platform costs and bookkeeping
If you sell through platforms such as bol, Amazon or Etsy, you record their commissions, shipping and transaction costs as business costs. The platform's settlements are important documents for your bookkeeping. Some platforms pay VAT for you in certain situations; check carefully how that works.
Because of the large number of transactions, automation in e-commerce is almost indispensable. A link between your webshop, your platforms and your bookkeeping program ensures that your turnover, costs and VAT automatically end up in the right place, so your bookkeeping is always up to date.
VAT per sales channel and country
Selling online quickly means selling across borders, and then VAT becomes the trickiest part of your records. The threshold to remember is 10,000 euros: that is how much you may supply to EU consumers per year with Dutch VAT. Above it you charge your customer's country rate.
| Selling to | VAT |
|---|---|
| Dutch customers | Normal 21% or 9% |
| EU consumers, below € 10,000 a year | Dutch VAT |
| EU consumers, above € 10,000 | The customer's country rate, via the OSS return |
| EU businesses with a VAT number | Reverse-charged, plus the EU sales listing |
| Customers outside the EU | 0% as export, with proof of export |
Marketplace sales: the payout is not your turnover
If you sell through a marketplace like bol or Amazon, you receive the sale amount minus commission and fees. Do not book that net payout as turnover: your turnover is the full sale amount, and the commission is a cost. Booking only the payout distorts both your turnover and your input VAT, since platform fees often carry reverse-charged VAT you must declare.
Returns and stock
Web shops mean returns. Every refund lowers your turnover and your VAT due in the refund period; your software must book that reversal properly. At year end you also count your stock, since it sits on your balance sheet. See valuing stock.
Frequently asked questions
When must my web shop charge foreign VAT?
Once you supply consumers in other EU countries for more than 10,000 euros a year. Above that you charge the customer's country rate and file through the One Stop Shop.
What is the One Stop Shop?
One Dutch return in which you declare and pay all foreign EU VAT at once. Without it you would need to register in every EU country separately.
How do I book sales through bol or Amazon?
The full sale amount as turnover and the commission as a cost, not just the payout. Platform invoices often carry reverse-charged VAT you must declare yourself and deduct in the same return.
Which VAT rate applies to my products?
Most products fall under 21 per cent; food and books under 9 per cent. If you sell both, your checkout splits turnover per rate. See which VAT rate applies.
What about sales outside the EU?
That is export at the zero rate, provided you can show the goods left the EU. Keep the shipping evidence; without proof of export the tax authorities can still assess 21 per cent.
Must I include my stock in my return?
Your stock sits on the balance sheet and feeds your profit calculation: whatever is on the shelf at 31 December is not yet a cost. An annual count is therefore needed, even for a small shop.
Sources
- Distance sales within the EU and the € 10,000 thresholdBelastingdienst · belastingdienst.nl
- Distance sales and services to EU consumers: the One Stop ShopBelastingdienst · 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.
