How long must you keep invoices? The retention obligation explained

You cannot just clean out your administration: the Tax Administration can audit years back. How long you must keep invoices and receipts, what exactly is covered, and how to handle it smartly.

The main rule: seven years

Your administration is subject to a legal retention obligation of seven years. That term starts after the end of the year the records relate to: an invoice from 2026 you keep through 2033. The Tax Administration may audit your administration during that period, and the burden of proving it is correct is on you.

Ten years for real estate

For data on immovable property a longer term of ten years applies. Think of buying or renovating business premises: due to the VAT adjustment rules those records stay relevant longer.

What is covered?

The retention obligation goes beyond just your sales invoices. Keep at least:

• the invoices you send and the invoices and receipts you receive;
• your general ledger and your accounts receivable and payable;
• your hours record (important for the hours criterion);
• your bank statements and quotes or contracts.

The so-called basic data (general ledger, receivables, payables, stock, payroll) the Tax Administration always wants to see for seven years.

Digital is fine, but keep the original

You may keep your administration digitally, and that is almost always handier than a shoebox full of receipts. Two conditions:

• Keep documents in the form you received them. An invoice that arrives as a PDF you keep as a PDF; you may not just print it and delete the file.
• Make sure everything is findable and verifiable within a reasonable time.

A paper receipt you scan and store digitally is allowed, as long as the scan is complete and legible.

Make sure it survives a broken laptop

The biggest risk is not the Tax Administration, but a broken computer or a wiped folder. Keep your administration somewhere with a backup, not loose on a single device.

In Finq your administration is stored safely online and synced across your devices. You record expenses with a photo of the receipt attached, so your invoices and supporting documents sit in one place for seven years. Also read which costs you can deduct.