For clients of a firm
Your firm keeps the books, you invoice: how you work together
If your bookkeeping firm works in booxx, you do three things: make invoices, send in receipts and purchase invoices, and answer your firm's questions. You do it in your own language. The bookkeeping and the VAT return are done by your firm.
In short
If your bookkeeping firm works in booxx, you make your sales invoices and send in your receipts and purchase invoices. Your firm checks and books them, reconciles the bank and prepares the VAT return. You work in Dutch, English, Polish, Hungarian or Romanian: you choose the language yourself, and your firm works in the same administration in its own language. If your firm cannot place a payment, it asks you a question on your own screen and you answer there.
The essentials
- You
- Make and send invoices, send in receipts and purchase invoices, answer your firm's questions.
- Your firm
- Checks and books, reconciles the bank, prepares and files the VAT return.
- Language
- Dutch, English, Polish, Hungarian or Romanian. Every user chooses their own language; by default your invoice gets your customer's preferred language.
How do you get into booxx?
Your firm sets up your administration and invites you. You get an email with a link to set your own password; that email comes in the language your firm works in. After that you log in on your computer or in the browser on your phone. On a phone you can also add booxx to your home screen, so it opens like an app.
You choose the language yourself: on the login screen, or later with the flag at the top right (on a phone, in the menu under your name). You can choose Dutch, English, Polish, Hungarian or Romanian. The choice applies only to you: your firm works in the same administration in its own language.
What you see depends on the role your firm gives you. As a User you see the Dashboard, Sales, Expenses, Relations and Questions. As an Owner you also see the bank and the bookkeeping screens, and you can book entries yourself. Agree on this with your firm.
How do you make and send an invoice?
Under Sales you choose New. You pick your customer, add the lines with a VAT code on each line, and see straight away on the right what the invoice looks like. With Send it goes to your customer by email, as a PDF, and as an e-invoice (UBL) where possible. The invoice is booked when it is sent; your firm doesn't need to do anything for that.
The language of the invoice is separate from the language you work in. It follows your customer's preferred language, and if they have none, it is Dutch. You can still change it when you send: Dutch, English, Polish, Hungarian or Romanian. Without your name, address and IBAN no invoice goes out; ask your firm to fill them in if they are missing.
How do you send in receipts and purchase invoices?
Your administration has its own email address for purchase invoices. You find it under Expenses, at Invoices, after 'Incoming invoices to', with a button to copy it; your firm can also give it to you. Have your suppliers send their invoices straight to that address, or forward them yourself. A PDF you already have goes in with Upload PDF.
You photograph a till receipt on the Receipts screen, with Add receipt. On an Android phone you can also use Share, from your gallery, WhatsApp or your email, once you have added booxx to your home screen. Then booxx reads what is on it: supplier or shop, date, amount and VAT. You don't have to book anything: what comes in is waiting for your firm to check and book.
From receipt to VAT return
- You send it inA photo of the receipt, a PDF, or an email to your administration's address.
- Read by booxxDate, amount, VAT and supplier or shop are filled in as a suggestion.
- Your firm checks and booksThe document sits in your firm's work queue until it has been checked and booked.
- Your firm does the VAT returnThe worksheet is ready with the boxes of the Dutch tax office; your firm files it.
How do you answer a question from your firm?
If your firm cannot place a payment on your bank account, it asks you about it. You see this from a counter at Questions in the menu and a tile on your dashboard. The conversation works like a chat: at the top it shows which payment it is about, with date, amount and description, and at the bottom you type your answer.
As long as your firm wrote last, the conversation shows Waiting for you on your side; just reading is not an answer. Once everything is clear, your firm resolves the conversation. If you want to ask something yourself, for example whether you can deduct a purchase, you start with New conversation.
What do you do, and what does your firm do?
You supply what only you have: your invoices, your receipts and your answers. Your firm does the bookkeeping: checking, booking, reconciling the bank and the VAT return. Your firm files in Mijn Belastingdienst Zakelijk or with its own filing software, and then records in booxx that the return has been filed.
Who does what
| You | Your firm | |
|---|---|---|
| Invoices | Make and send them, by default in your customer's language. | Sees them in the books. |
| Receipts and purchase invoices | Send them in: photo, PDF or email. | Checks and books them. |
| Bank | Answer a question if a payment is unclear. | Matches payments to invoices and receipts. |
| VAT return | Nothing, apart from answering your firm's questions. | Prepares, files and records it. |
Updated October 2, 2026. General explanation of the Dutch rules, not tax advice — for your own situation, decide together with your accountant or the Dutch Tax Administration.
Frequently asked questions
Do I need to know bookkeeping if my firm works in booxx?
No. You make your invoices and send in your receipts and purchase invoices; your firm checks and books them and does the VAT return. If your firm can't place something, it asks you a question on your own screen.
Can I use booxx in Polish, Hungarian or Romanian while my firm works in Dutch?
Yes. Every user chooses their own language: Dutch, English, Polish, Hungarian or Romanian. You see the administration in your language, your firm sees the same administration in its own.
In which language does my customer get the invoice?
In that customer's preferred language, or in Dutch if they have none. When you send it you can choose another: Dutch, English, Polish, Hungarian or Romanian. The language of the invoice is separate from the language you work in.
What does booxx cost me if my firm manages my administration?
You pay booxx nothing: your firm pays for each administration it manages. What you pay your firm is something you agree with your firm. You also have no subscription of your own and no trial period.
Who files the VAT return?
Your firm. The worksheet is ready in booxx with the boxes of the Dutch tax office; your firm files it, in Mijn Belastingdienst Zakelijk or with its own filing software, and then records in booxx that it has been filed.
Is there an app for my phone?
You use booxx in your phone's browser, and you can add it to your home screen, so it opens like an app. On an Android phone you can then share a receipt straight from your gallery or WhatsApp. There is no app in the App Store or Google Play.