Unicorn editorial · 7 October 2026 · Practical guide
1. A place for every document
Create a clear structure for sales invoices, purchase invoices, bank statements and agreements. Keep business records together and make sure you can retrieve the original information. Your records should explain your business and be available for inspection.
2. Choose a workable rhythm
Set aside recurring time to gather documents and request missing information. A higher transaction volume may call for a more frequent routine. Agree when you supply information and how to report changes.
3. Connect payments to evidence
A bank payment does not always explain what you purchased. Keep the associated invoice, receipt or agreement accessible. An unclear description calls for clarification rather than simply assigning an expense category.
4. Keep a list of questions
Unclear invoices, foreign suppliers or significant investments may need attention. Collect questions with the supporting documents. Your bookkeeper can help more effectively when the background is available.
5. Ask for an overview you understand
Discuss which information supports your decisions, such as unpaid invoices, cost changes and results. Figures can change while documents or closing entries remain outstanding. Ask what is final and what is provisional.
Further reading
Dutch Tax Administration: setting up business records ↗
Official guidance supports the importance of complete records. The practical working arrangements in this guide are Unicorn suggestions.