Netherlands
Posted to the books your accountant uses
Coded expenses post to Xero, QuickBooks Online, Sage or NetSuite with the receipt attached and the VAT in its own account. If your accountant works in other software, expenses export to Excel or CSV.
Smartbills takes the VAT from each receipt line, at 21% or 9%, and keeps restaurant spend apart from what you can deduct.
VAT read from the receipt, line by line
Every line keeps the rate it was charged, 21% or 9%, with the supplier's VAT number when the receipt shows it. Categories that aren't deductible, like restaurant food and drink, are set apart from deductible spend.
- VAT kept per line at 21% and 9%
- Hotel stays recorded at 21% since 2026
- Restaurant food and drink set apart
Receipts that arrive on their own
Receipts that arrive by email are pulled from a connected Gmail, Outlook or Zoho mailbox, and merchants on the Smartbills network send the itemized receipt at checkout. The month doesn't end with a receipt hunt, and nobody photographs a crumpled receipt on the train.
- Emailed receipts and invoices pulled from the mailbox
- Digital receipts from merchants on the network
- Matched to the card or bank line when it clears
Why teams switch
The tax is on the receipt, not the card statement.
Our hotel costs went up with the 2026 VAT change and our bookkeeping still assumes 9%.
VAT comes from each line of the receipt, so a hotel folio is recorded at the rate it was charged.
Restaurant VAT keeps ending up in our deduction.
Each line keeps its category. Food and drink in restaurants is set apart before the return.
Receipts come back as photos weeks after the trip.
Receipts and invoices arrive from the mailbox and the merchant as purchases happen.
Before and after
What changes on a Dutch receipt.
Hotel stays went from 9% to 21% VAT in 2026, and restaurant VAT isn't deductible. Old bookkeeping rules miss both.
| Capability | Card statement and photos | With Smartbills |
|---|---|---|
| VAT on a hotel stay | 9%, as before | 21%, as charged since 2026 |
| Restaurant VAT | Deducted by mistake | Set apart |
| Supplier VAT number | Only if someone kept the paper | Kept with the receipt |
| Getting receipts in | Photos at month end | From the mailbox or the merchant |
Integrations
Works with the tools you already use.
Your accounting software, bank feeds and card program, with data syncing in both directions.
- QuickBooks
- Xero
- Sage
- FreshBooks
- Wave
- MYOB
- Zoho Books
- NetSuite
- SAP
- Oracle
- Dynamics 365
- Square
- Shopify
- Clover
- Toast
- Lightspeed
- WooCommerce
- Stripe
- PayPal
- Adyen
- Wise
- Plaid
- Chase
- Bank of America
- Wells Fargo
- RBC
- TD
- BMO
- Scotiabank
- Desjardins
- Brex
- Ramp
- Float
- Mercury
- Gusto
- ADP
- Deel
- Rippling
- Google Drive
- Dropbox
- OneDrive
- Box
- Gmail
- Outlook
- Google Analytics
- Snowflake
- Looker
- Databricks
- Google Cloud
- Metabase
- Slack
- Microsoft Teams
- Notion
- Zapier
- Airtable
- Salesforce
- HubSpot
The products that do the work.
Each product works on its own, and when you run two, the same record carries from the receipt to the ledger entry.
Expense management
Capture receipts, categorize expenses and check policy compliance as expenses are submitted.
Expense reports
Expense report software that attaches the receipts for you, works out mileage, routes the approval and shows each employee when they'll be paid back.
Email receipt capture
Connect Gmail, Outlook, Zoho Mail or IMAP. Automatically collect receipts and invoices from the folders you choose, including Archive and Spam.
Accounting automation
Accounting automation software that codes each transaction and posts the journal entry to your accounting software the day it happens.
FAQ
Frequently asked questions
What people ask us before they sign up.
21% standard rate and 9% reduced rate, which applies to items such as food, restaurant meals, medicines and books. Since January 1, 2026, overnight accommodation such as hotels and B&Bs carries 21% instead of 9%.
Generally no. VAT on food and drink consumed in restaurants, cafés and similar places isn't deductible. Smartbills keeps each purchase categorized so those lines are set apart before the return.
Yes, for business stays, as long as you have an invoice in your company's name. Since 2026 that VAT is at 21%. The amount to deduct is larger than it used to be.
Xero, QuickBooks Online, Sage and NetSuite, with two-way sync. If your accountant works in other software, coded expenses export to Excel or CSV.
Yes. You invite your accountant with their own access, and a firm that manages many clients sees them all from one login, entities included.
Your data is stored in Canada, which the European Union recognizes as providing adequate data protection, and we don't sell it. Access is limited to the people you invite.
Get started
Check a month of Dutch receipts.
Connect a mailbox and a card. Hotel stays come in at the rate charged, and restaurant VAT is set apart before the return.