All administration must be submitted digitally via Basecone.
Choose whichever method suits you best:
- Email – You will receive your personal Basecone email address. Simply forward invoices and documents there.
- App (iPhone/Android) – Use the Basecone app to take a photo of your receipt or invoice and send it straight to Basecone.
- Upload via web – Log in to Basecone and upload your PDFs directly.
💡 Tip: Submit documents continuously – right after you receive them. This way nothing gets lost, you save time, and you can fully benefit from your VAT deductions.
What and how to submit (always in PDF, unless stated otherwise)
Sales
- Sales invoices in numerical order (including unpaid ones).
Note: The invoice date determines the VAT period. Timely and complete submission prevents fines for incorrect or incomplete filings.
Purchases
- Purchase invoices in chronological order (including unpaid ones).
Note: You may only deduct VAT once the invoice has been received — late invoices = VAT deduction in a later period.
Receipts & Cash
- Receipts / cash payments / withdrawals sorted by date.
- On receipts not paid from the business account, write: cash / private / credit card.
Company Car
- Ensure all car expenses are paid from your business bank account.
- Use a fuel card linked to that account.
Without clear payment proof, VAT deduction on fuel/maintenance can be denied.
Year-End Adjustments
- Receivables: sales belonging to this year but invoiced next year.
- Liabilities: expenses for this year but invoices received next year.
Cash Register
- Cash book / daily closings including receipts and cash count.
(You can use the Bee On Duty Excel template.)
Banks & Loans
- Business bank statements: PDF and MT940 until the date of the bank link.
- Mortgage/loan agreements: deeds and annual statements.
Taxes & Government
- Tax assessments, returns, allowances and letters from the Tax Office.
Real Estate
- Notary settlements and deeds of property transactions.
Private Car – Business Kilometres
- Overview of business kilometres (date, route, purpose, distance).
Route calculations (e.g., ANWB) are sufficient proof.
Private Year-End Data (for income tax)
- Annual statements of private accounts, mortgages, insurances, securities, salary, and benefits.
- WOZ property valuations (for your home and any other property).
- Annuity and disability insurance: policy, annual statement, and payment proof.
Fixed Data (only if new/changed)
- Chamber of Commerce extract, deeds/statutes, fiscal unity decisions.
- Agreements with the Tax Office (e.g., deferral, provisional assessments).
- Valid ID, BSN, and date of birth of you/your partner/children.
- Wills, marriage contracts, purchase deeds of property.
- Annual reports of partnerships / profit allocations.
Best Practices
- Feel free to add notes on documents — context helps.
- Keep private and business strictly separate.
- Make one regular transfer (e.g., monthly) from business → private to record drawings cleanly.
File Naming (for faster processing)
YYYY-MM-DD_supplier_invoicenr_amount.pdf
Example: 2025-10-15_Shell_987654_€45,20.pdf
Why continuous submission matters
✅ Less time spent
✅ Nothing lost
✅ Lower tax liability (maximum VAT deduction)
✅ Lower admin costs
Simple habits, smart results.