Required documents for the annual accounts

These documents you need for your annual accounts

Every set of annual accounts requires core statements and supporting evidence. Provide these complete and reconciled, preferably per financial year. A solid basic administration helps; if you need support, see our bookkeeping firm Eindhoven.

Basic documents

• Balance sheet as at year-end

• Profit and loss account for the financial year

• Notes with accounting policies and breakdowns

• General ledger and trial balance

• Accounts receivable and accounts payable lists with ageing analysis

• Fixed asset register and depreciation schedule

• Inventory list with count as at the balance sheet date

• VAT summaries and reconciliations to the bookkeeping

Supporting documents

• Bank statements and cash journals, complete and consecutively numbered

• Purchase and sales invoices, including credit notes

• Contracts and agreements such as loans, lease, rent and insurance

• Payroll administration (journal entries, wage statements, pension details)

• Tax returns and assessments for VAT, payroll taxes, corporate or income tax

• Inventory count sheets, inventory movements and cost price support

• Property files and repayment schedules for loans

Differences by legal form and size: sole proprietorships and VOFs do not file annual accounts with the KvK, but need the above documents for tax returns and financing purposes. BVs and NVs file with the KvK. Micro and small legal entities may publish an abbreviated balance sheet with limited notes. Medium-sized and large add a cash flow statement and directors’ report, and large usually also an audit opinion.

This is how to store and organise your documents best

A smart structure prevents searching and speeds up year-end closing. Prefer cloud accounting and a secure document management system. See also our services for local entrepreneurs and companies for support around annual work.

• Folder structure: 2026 01 Purchases, 02 Sales, 03 Bank, 04 Cash, 05 Payroll, 06 VAT, 07 Fixed assets, 08 Inventory, 09 Contracts, 10 Tax, 11 Other.

• File names: YYYYMMDD-supplier-amount-description, for example 20260315-ABC-BV-1210-laptops.pdf.

• Scanning and OCR: scan receipts at 300 dpi and convert to searchable PDF. Link each document to the related posting for a full audit trail.

• Bank feed: use automatic bank feeds and reconcile weekly. Add any missing statements manually.

• Version control and access rights: limit access on a need-to-know basis and enable 2-factor authentication. Make daily backups.

• Depreciation and fixed assets: maintain an asset register with purchase date, value, useful life and residual value. Update monthly.

• Retention periods: keep your records for at least 7 years. For real estate a 10-year term may apply due to VAT revision. Delete personal data once the retention period has expired in line with the GDPR.

Extra tip: record internal rules in a short procedure, for example how you approve, post and archive invoices. This keeps your administration consistent, even as your team grows.

Deadlines and filing

For BVs and NVs: the board prepares the annual accounts within 5 months after the end of the financial year. The general meeting may extend this by 5 months. Adoption takes place no later than 2 months thereafter, and filing with the KvK must be within 8 days after adoption. With the maximum extension you therefore publish no later than within 12 months after the financial year. Sole proprietorships and VOFs do not file, but do submit VAT and income tax returns on time. Plan your document delivery at least 4 to 6 weeks before your internal deadline. Want us to organise the year-end close and annual accounts for you? Our accounting firm Eindhoven will help you.

Not everything complete? Here’s what you can do

Missing documents are inconvenient, but often solvable if you act quickly and document well.

• Reconstruction: request copies from suppliers, customers, bank or payroll processor. Use balance confirmations from receivables and payables.

• Alternative evidence: combine contracts, emails and proof of payment to substantiate a transaction.

• Estimates and materiality: make substantiated estimates if amounts are limited. Record assumptions and calculation methods in the notes.

• Adjusting entries: flag items as uncertain, correct as soon as evidence arrives and keep a change log.

• Prevention: do monthly updates, use an invoice workflow with approvals and link documents directly to postings.

Need a quick check or specific questions? Schedule a consultation session on annual accounts and required documents for 1-on-1 support.

Frequently asked questions

What must be included in annual accounts?

At minimum a balance sheet, profit and loss account and notes with accounting policies and breakdowns. Medium-sized and large legal entities add a cash flow statement and directors’ report. Large usually also publish an audit opinion. Internally, general ledger specifications and reconciliations belong with it.

Can I prepare my annual accounts myself?

Yes, provided your bookkeeping reconciles and you apply the reporting rules. For BVs there are statutory publication requirements and sometimes audit requirements. Many entrepreneurs have the annual accounts prepared or reviewed to avoid errors, additional assessments and delays in filing. For translating it into a CIT (VPB) or personal income tax (IB) return you can contact our tax advisor Eindhoven.

What are the 4 components of annual accounts?

The core consists of the balance sheet, profit and loss account, notes and (for medium-sized and large) the cash flow statement. In addition there is often a directors’ report and, for large legal entities, an audit opinion.

What are the requirements for a small entity’s annual accounts?

Small legal entities may publish an abbreviated balance sheet with limited notes. The profit and loss account does not have to be public. A cash flow statement and audit opinion are not required. Internally you still need full supporting documentation for tax returns and financiers.

This is how Profinancials helps with your annual accounts

We take care of your complete administration, annual report and tax returns at fixed monthly prices. Packages from €95 for self-employed (zzp), €135 for VOF and €185 for BV and holding. You get a personal advisor, multilingual support and continuous reporting. We help collect and check all documents, close VAT and bank, and file with the KvK on time where required. Schedule a free introductory meeting and submit your annual accounts this year without stress.