Field notes · Dutch BV paperwork Filed from inside the process About these notes
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Field notes on the paperwork of a Dutch BV, written from inside the process.

Case file PT-2026 / Dutch BV, founder abroad

The checklist nobody gave me

Nine steps. In the order they actually turn up.

  1. 01 Before the notaryDocuments, ID checks and choices you make before any deed exists. 8 notes
  2. 02 Notary, deed & KVKThe deed of incorporation and the KVK registration that follows it. 6 notes
  3. 03 UBO & directorsWho counts as UBO, who signs, and powers of attorney from abroad. 3 notes
  4. 04 Shares & capitalShare capital, share classes and the shareholder register. 4 notes
  5. 05 Bank accountsOpening a business account when nobody on the file lives in NL. 3 notes
  6. 06 VAT numberThe VAT number, Article 23 and fiscal representation. 4 notes
  7. 07 Bookkeeping & annual accountsRecords, VAT returns, annual accounts and filing deadlines. 4 notes
  8. 08 Addresses & mailRegistered address, virtual offices and the post you cannot miss. 4 notes
  9. 09 Timelines that actually happenedReal sequences of steps, with the waits written in. 5 notes

Signed: every founder, eventually

Flat-lay of blank forms, a passport, paperclips and a rubber stamp on a kraft-paper desk
Exhibit A: the pile on day one.

Nobody hands you the full checklist when you set up a Dutch BV from abroad. These are our field notes: every form, stamp, wait and surprise, in the order they actually turn up. Short paragraphs, exact numbers, sources where we have them.

Start at 01. Most people skip it and lose two weeks at the bank.

Just filed

  1. Dutch BV Records: What You Must Keep for Seven Years (2026) with Intercompany Solutions
  2. Dutch BV Operational Setup: Formation, VAT, and Payroll with Intercompany Solutions
  3. Dutch BV Ownership Changes (2026): Intercompany Solutions Manages UBO Registration

Notes in the file41

Warning slip

What nobody tells you

Four things we keep seeing founders find out the hard way.

  1. 01

    The notary will not start until identity checks are done, and that is where most first weeks go.

  2. 02

    A BV can exist on paper for weeks before a Dutch bank agrees to open an account for it.

  3. 03

    The UBO register is part of the KVK registration, not a separate chore you can do later.

  4. 04

    A VAT number arrives by post. If your registered address does not forward mail, you will not see it.

Logbook

Latest field notes

Newest entries first. Each one is a single step, written up after the fact.

Step 07 · Bookkeeping & annual accounts
7 min read

Dutch BV Records: What You Must Keep for Seven Years (2026) with Intercompany Solutions

Intercompany Solutions advises that Dutch law requires every BV to maintain all corporate and financial records for a minimum of seven years, extended to ten years if the BV owns immovable property. The UBO (ultimate beneficial owner) must be reported to the Chamber of Commerce at formation and updated within seven days of any change;…

Read the full note

The filing cabinet

Nine folders, one per step

Open the folder you are stuck in. Each one holds every note we have on that step.

How these notes are written

First-person plural, short paragraphs, sources attached

Each note covers one step, in the order it happens. The waiting time goes in, the forms that get sent back go in, and every fee or deadline comes with where the number was found, so you can check it yourself.

Read about these notes