How to Set Up a Distribution Company in the Netherlands

To set up a distribution company in the Netherlands, you need to register your business, arrange the required tax registrations, and get the customs details needed to move goods across borders. A brand owner also needs to choose the right type of company and check if your products need any special permits. 

Many distributors choose a Dutch private limited company, known as a BV. It separates your personal finances from your business, which generally protects your personal assets from company debts.

The process involves more than registering your company. You need a Dutch business address, the right documents, and a Dutch notary to set up a BV. After registration, you may need a VAT number to handle sales tax and an EORI number for customs procedures.

The requirements can also change depending on what you sell and where your goods come from. Missing a required registration or permit could delay your launch.

In this guide, you will learn how to register your distribution company, which tax and customs numbers you may need, and what to check before you start trading. This will help you understand the process and prepare your business to enter the European market.

‍Which Company Type Should You Choose?

Planning to import goods, store stock, and supply products to customers? Businesses also need reliable transportation services across the EU to move products from warehouses to customers and distribution points. Before starting your distribution business in the Netherlands, you need to choose the right company type. The two common options are a BV (private limited company) and a sole proprietorship. They differ in how they handle business debts, personal finances, and the process of setting up your business.

A sole proprietorship is easier to set up. You can register it with the Dutch Chamber of Commerce (KVK) without a notary or minimum starting capital. However, you are personally responsible for the business's debts. For example, if you cannot pay your suppliers, your personal money and property may be at risk.

A BV is a separate legal entity. This means the company is generally responsible for its own debts, helping protect your personal assets. You need a Dutch notary to set it up, but the minimum share capital is only €0.01. A BV may be a better choice if you plan to import goods, store stock, work with several suppliers, or run the business with other owners. Businesses can also arrange warehouse support services in the Netherlands to manage their storage requirements. 

A BV may also help you manage import VAT. If your business qualifies for an Article 23 licence, you can report import VAT in your regular VAT return instead of paying it upfront at customs. This can help you keep more money available for your daily business expenses.

8 Steps to Set Up Your Distribution Company in the Netherlands

Setting up a distribution company in the Netherlands involves a few important steps. You need to prepare your documents, register your company, get the required tax and customs numbers, and check whether your products need special permits. Follow these steps to understand what you need to do before you start selling goods: 

Step 1: Prepare Your Documents

First, decide who will own the company (the shareholders) and who will manage it (the directors). One person can do both jobs.

You will need a valid passport, recent proof of your home address, and a business address in the Netherlands. You must also provide details of the people who ultimately own or control the company. These details go into the KVK’s UBO register.

Step 2: Sign the Company Documents With a Dutch Notary

To set up a BV, you need a legal document called a deed of incorporation. A Dutch civil-law notary prepares this document and officially establishes your company.

You may not need to travel to the Netherlands to complete this step. Depending on your situation, you may be able to sign through a secure video process or give someone legal permission to sign on your behalf.  

Step 3: Register Your Company With the KVK

The KVK is the Dutch Chamber of Commerce. Once the company documents are signed, the notary usually handles the registration. After registration, your company receives an eight-digit KVK number. You will need this number for business activities such as signing contracts and completing bank forms.

Step 4: Register for VAT

VAT is a tax added to many goods and services. If your distribution business needs to charge VAT, you must register with the Dutch Tax Administration.

Your VAT registration allows you to handle VAT on your sales and, where eligible, reclaim VAT paid on business purchases. The registration process depends on your business and where it is based.

Step 5: Get Your EORI Number

An EORI number is an identification number used for customs when importing or exporting goods. If your distribution business needs to complete customs procedures, you will generally need one. Getting an EORI number is free. How you apply depends on who handles your customs declarations:

If you handle customs declarations yourself: You may be able to create your EORI number using your Dutch business details.

If a freight forwarder handles your declarations: Check whether you need to apply for the number yourself before your first shipment.

Make sure you have the correct EORI number before your goods reach customs.

Step 6: Decide How to Handle Import VAT

If you import goods from outside the EU, you will generally have to pay import VAT when the goods enter the Netherlands.

An Article 23 licence can help you manage this cost. Instead of paying import VAT immediately at customs, you report it in your regular VAT return. This can help your business keep more cash available for day-to-day expenses.

A Dutch BV may be able to apply for this licence if it meets the requirements. If your business is based outside the Netherlands, you may need a Dutch fiscal representative to handle VAT matters for you.

Before your first shipment, confirm who will be listed as the importer and who will handle the customs and VAT requirements. Having a Dutch VAT number alone does not automatically settle these questions.

Step 7: Check Whether Your Products Need Special Permits

Not every distribution business needs the same permits. The rules depend on the products you sell and where you import them from. Check the requirements before ordering stock so you do not face unexpected delays.

Here are some examples:

• Food and consumer goods: Your products may need to meet safety, packaging, and labelling rules.
• Electronics: Many products need to meet EU safety requirements and carry a CE marking where required. Importers also have specific responsibilities.
• Medicines: Wholesale distribution generally requires the appropriate permit.

Check the rules for your specific products before importing or selling them.

Step 8: Open a Business Bank Account and Keep Records

Once your company is registered, you can start arranging the banking and accounting needed to run it. Banks may ask for your KVK registration details and other documents before opening a bank account.

From your first transaction, start keeping records of sales, purchases, invoices, and business expenses. You will need these records to prepare VAT returns, company tax returns, and annual accounts.

A Dutch BV must also pay corporate income tax on its taxable profits. The applicable tax rate depends on the amount of taxable profit and the tax rules for that financial year.

How Long Does Dutch Distribution Company Registration Take?

The company itself can be registered quickly. KVK registration usually happens within 24 to 48 hours after the deed is signed. The preparation before signing, mainly collecting and legalising documents, can take longer for founders outside the EU. 

VAT can take more time. If a fiscal representative or an Article 23 licence is involved, registration typically takes four to eight weeks. Permits depend on your products, so allow extra time if you sell regulated goods. 

In short, your company may exist within days, but being ready to import can take several weeks. 

How Much Does It Cost to Set Up a Distribution Company in the Netherlands?

The cost of setting up a distribution company in the Netherlands depends on your company type and the services you need. Some costs are fixed, while others vary.

Here are three basic costs for setting up a BV:

• Share capital: The legal minimum is just €0.01.
• KVK registration: You pay a one-time fee of €85.15 in 2026 to register your company.
• EORI number: It is free.

You may also need to pay for a notary to set up your BV, an advisor to help with registration, a fiscal representative if required, and bookkeeping services. These costs vary between providers. Ask for a clear quote before you start so you can plan your budget and avoid unexpected expenses.

How FirmNL Helps You Set Up a Distribution Company in the Netherlands

Starting a distribution company in the Netherlands involves many small tasks. Each task must be done in the right order. FirmNL is a consulting firm that helps businesses from other countries do this.

FirmNL can create the Dutch company and register it for VAT and customs. It also helps with Article 23, fiscal representation, and banking. After the company is ready, FirmNL can also help with warehousing, transport, and bookkeeping. 

Each client gets one main contact person. This account manager stays involved from the first registration through VAT, compliance, and daily operations. Founders may not need to travel to the Netherlands. FirmNL says a Dutch BV can often be set up remotely, and its team prepares the documents, checks identity, and works with the notary.

The Bay Plastics case study shows how this works. This machinery company set up a Dutch entity to meet growing demand in Europe and deliver faster. Businesses that want to talk about their own plans can book a free consultation on the FirmNL website

Ready to Set Up Your Distribution Company?

Starting a distribution company in the Netherlands involves a few key steps. You need to register your company, get the required VAT and EORI numbers, and check whether your products need special permits. If you plan to import goods from outside the EU, you should also look into your import VAT options early.

Not sure where to start? FirmNL can help you understand the process and prepare for your company registration. Book a free consultation to discuss your plans and get guidance on the next steps.

Frequently Asked Questions 

1. Can a foreigner start a distribution business in the Netherlands?

Yes. You do not need to be Dutch or live there to own a Dutch BV. You need a passport, proof of address, a Dutch business address, and a notary to sign the company papers.

2. Can I set up the company without travelling to the Netherlands?

Usually, yes. The notary can sign the deed over a secure video call, or you can use a legalised power of attorney. Requirements depend on your country, so confirm them with your notary or adviser.

3. Do I need a fiscal representative?

Not for basic VAT registration, because most companies can register directly. You need one if you want an Article 23 licence and do not have your own Dutch BV. A fiscal representative is a Dutch company that handles VAT matters for a foreign business.

4. How much money do I need to start? 

The legal minimum is small. A BV needs only €0.01 in share capital. You also pay a KVK registration fee and the notary's fee. Most of your budget will go to stock, storage, and transport.

5. Do I need a special permit to distribute my products?

It depends on what you sell. There is no single licence for all businesses. Food, medicines, and electronics have their own rules, so check them before you buy stock. 

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