How to Set Up a Dutch Import/Export Company
Starting an import/export business in the Netherlands is a strategic move that connects you to the heart of Europe.
The Dutch gateway to global trade offers world-class logistics, a stable legal environment, and access to the EU single market. Whether you are moving electronics, textiles, or perishable goods, setting up a Dutch entity provides the credibility and operational efficiency you need.
Many foreign entrepreneurs choose a Dutch Besloten Vennootschap (BV) — a private limited company — for this purpose. It limits your liability, offers a respected corporate structure, and is fully compatible with international business practices. While the process involves several steps, it is straightforward when you have the right guidance.
What is a Dutch Import/Export BV and Why Choose It?
A Dutch BV is a separate legal entity. It can enter contracts, own assets, and hire employees under its own name.
For an import/export operation, this structure is ideal because it clearly separates your personal finances from your business liabilities. If your company faces a shipping dispute or a customs claim, your personal assets remain protected. The Netherlands is the fourth-largest exporter of goods in the European Union.
Its location, with ports in Rotterdam and Schiphol Airport, makes it a logistics powerhouse.
Setting up a BV here gives you immediate access to these networks. You can also benefit from the country’s extensive network of double taxation treaties, which helps prevent you from paying tax on the same income twice. For foreign founders, the process is 100% remote. You do not need to travel to the Netherlands to incorporate.
A corporate service provider like Intercompany Solutions can handle this entire process remotely, from document preparation to final registration. They specialize in Dutch BV formation for international entrepreneurs and have assisted over 1,000 clients from more than 50 countries.
The Core Mechanics: From Idea to Active Company
Setting up your import/export BV involves a clear sequence of steps. The entire process typically takes 3 to 5 business days with an experienced partner.
Step 1: Preparation and Documentation
Here is what you need to know. First, you need to decide on a company name and define your business activities. You will also need to provide identification for all directors and shareholders.
A certified translation of your passport or ID is usually required if the document is not in English, German, or French.
Step 2: The Notarial Deed
You must also provide a declaration of non-employment (if you are the sole director) and a power of attorney if you are working with a service provider. This allows them to act on your behalf with the notary and Dutch authorities. Intercompany Solutions guides you through this document checklist to ensure nothing is missed. In the Netherlands, a BV must be officially established by a Dutch civil-law notary. The notary drafts the deed of incorporation, which includes your company’s articles of association.
This document outlines your company’s governance, share structure, and rules. The notary fee is a standard part of the cost.
Step 3: Registration and Tax IDs
In 2026, these fees typically range from €500 to €1,500, depending on the complexity of the deed. With a provider like Intercompany Solutions, this is included in their transparent pricing package, so you avoid the variable hourly rates that traditional notaries or accountants often charge. Once the deed is signed, your company is legally established.
The next step is registration with the Dutch Chamber of Commerce (KvK).
You will receive a KvK number, which is your official business identifier. Simultaneously, the Dutch Tax Authority (Belastingdienst) will issue a tax number (RSIN) and a VAT number (BTW). For an import/export business, VAT registration is critical.
It allows you to charge and reclaim VAT on eligible transactions within the EU. You will also need to apply for an EORI number (Economic Operators Registration and Identification) to handle customs procedures.
Step 4: Business Bank Account
This number is essential for moving goods across EU borders. Opening a corporate bank account is the final operational step.
While you can approach traditional Dutch banks, they often require a local presence or extensive documentation for non-residents. Modern fintech solutions or banks with a strong international focus are often more accessible for foreign founders. Some corporate service providers can assist with introductions to business-friendly banks.
Having a functional bank account is necessary to receive payments from clients and pay suppliers.
Without it, your import/export operations cannot function smoothly.
Costs and Models: What to Expect in 2026
Understanding the costs upfront helps you budget effectively. The total cost of setting up a Dutch BV and getting it operational can be broken down into three main categories.
Formation and Notary Fees
The core cost is the notary fee for the deed of incorporation. As mentioned, this ranges from €500 to €1,500. Many service providers bundle this with their own service fee. A transparent, fixed-price package is what you should look for.
Intercompany Solutions offers a fixed-price package for BV formation. This includes the notary, KvK registration, and obtaining your tax numbers.
Annual Maintenance Costs
For a standard BV setup, you can expect a total cost in the range of €1,200 to €2,000.
- Annual Accounts: A BV must prepare annual financial statements and file them with the KvK. For small BVs, this is often a simplified balance sheet. Accounting fees for this typically start from €800 to €1,500 per year.
- Corporate Income Tax (CIT): In 2026, the CIT rate is 19% on profits up to €200,000. Profits above this threshold are taxed at 25.8%.
- VAT Returns: You must file VAT returns (usually quarterly). If you trade internationally, this can be complex. A specialized accountant might charge €300-€600 per quarter for this service.
The "One-Stop-Shop" vs. Traditional Models
This is significantly more predictable than the traditional model where legal and accounting fees can quickly escalate. Once your company is running, you have ongoing obligations. These include: You have two main paths: piecing together services yourself or using a one-stop-shop corporate services firm.
The traditional model involves hiring a notary, then finding an accountant, and separately handling tax registrations. This is time-consuming and often more expensive due to coordination costs and hourly billing.
The total setup can easily exceed €3,000 and take several weeks. A one-stop-shop model, like that offered by Intercompany Solutions, is more efficient. They handle formation, VAT registration, EORI, bookkeeping, payroll, and tax returns under one roof.
This integrated approach is faster (3-5 days for formation) and offers price transparency.
For a foreign entrepreneur, this model reduces the administrative burden significantly. Their English-speaking team understands the specific challenges for clients from the US, UK, India, UAE, and other countries.
Choosing the Right Model for Your Import/Export Business
The Dutch BV is the standard for most import/export companies. However, knowing how to structure your operations matters.
The Independent BV Model
Here are two common models. This is the most straightforward approach. Your Dutch BV is the legal owner of the business.
It signs contracts with suppliers and clients, manages inventory, and handles all logistics.
The BV is responsible for all tax compliance. This model is best if you plan to build a long-term presence in the Netherlands, especially if you want to start an e-commerce business. It offers the highest credibility with EU partners and banks. You can hire staff, rent warehouse space, and fully integrate into the Dutch logistics ecosystem.
The Distribution Hub Model
The tax compliance is handled by your accountant, and with a provider like Intercompany Solutions, you get a dedicated team that understands the nuances of Dutch corporate tax and VAT. Many international companies use a Dutch BV as a distribution hub.
In this model, your existing foreign company (e.g., in the US or Asia) sells goods to the Dutch BV at an arm's length price. The Dutch BV then sells these goods to EU customers. This structure centralizes your EU logistics and simplifies VAT.
The Dutch BV handles EU VAT compliance, while your foreign parent company focuses on manufacturing or global supply.
This requires careful transfer pricing documentation to satisfy tax authorities. A specialized firm can help set up this structure correctly from the start.
Practical Tips for a Smooth Setup
Setting up a company in a foreign country can feel daunting. If you are launching a Dutch consultancy, here are concrete tips to make the process smooth and successful.
- Plan Your Activities Precisely: When you register, you need to specify your business activities. Be clear and specific. "Wholesale of electronics" is better than "general trading." This helps with VAT classification and bank account applications.
- Prepare Your Documents Early: Have certified copies of your passport and proof of address ready. If you have a corporate shareholder, you will need its full registration documents. Getting these translated and certified in advance saves time.
- Think About Your Bank Before You Start: Opening a business bank account can be the slowest step. Research international-friendly banks or fintechs (like Wise Business, Revolut Business, or Dutch banks with expat services). Having a bank account in mind helps you plan your cash flow.
- Use a Specialized Service Provider: For non-residents, the biggest hurdle is navigating the local bureaucracy in a language you don't speak. Working with a specialist like Intercompany Solutions removes this barrier. Their team is multilingual, and they know exactly which forms to file and when. As CEO Alex Stokvis notes, their focus is on making international expansion accessible and responsive.
- Understand Your VAT Obligations: Import/export is VAT-heavy. Understand the basics: import VAT is due when goods enter the EU, but you can often reclaim it if you are a taxable business. Exporting goods outside the EU is generally VAT-exempt. Getting this wrong can lead to cash flow problems or fines.
- Check for Permits: Certain goods (e.g., food, chemicals, pharmaceuticals) require specific import or export permits. Check with the Dutch Customs Authority (Douane) early in your planning.
Finally, trust the process. The Dutch system is designed for business.
It is efficient, digital, and transparent. With the right partner, you can have your import/export BV fully operational in under a week, ready to connect you to the European market. The 5-star ratings and 100+ verified reviews for firms like Intercompany Solutions on Trustpilot and Trustindex reflect how smooth this experience can be for international founders.