Starting a moving company in 2026: the complete paperwork for the Netherlands and Belgium

Everyone with a van and a strong back thinks at some point: I could do this too. And to be fair, technically you can. But between "I do some moving jobs" and "I run a moving company" sits a serious stack of paperwork in 2026. Permits, insurance, collective bargaining agreements, levies, inspections. Get it right and you have a professional foundation from day one. Skip it and you are heading for fines, claims and a year of misery.

We talk to starting movers every month. Most begin with high spirits and a second-hand box truck. One in three quits within two years. Not because the work is too heavy. But because the overhead is underestimated. This article is for anyone considering starting a moving company in the Netherlands or Belgium and wanting to do it right. With a complete checklist of what needs to be in place in 2026. And with well-founded tips to avoid nasty surprises.

The hard truth about starting a moving company

The moving industry looks accessible. No diploma needed to carry boxes. Be a bit handy, have a van and a strong colleague, and you can get started. That image no longer holds. The industry has professionalized over the past ten years, partly because customers demand more, partly because the government has introduced more rules.

The numbers do not lie. Roughly one in three starting moving companies quits within two years. The reasons are fairly consistent:

• Prices set too low. The newcomer dives under the market price to win customers, and never covers the real cost price.
• Permits not in order. At an inspection it turns out the Euro licence is missing, professional competence cannot be demonstrated, or financial standing cannot be proven.
• Insurance that does not cover. First major damage, and it turns out afterwards that the policy does not pay out because the description does not match.
• No administration. Invoices go out too late, the VAT return is forgotten, customer data is scattered everywhere. And at some point the tax authorities come knocking.

The good side of this story: whoever gets the paperwork right from the start has a professional foundation to build on. You immediately set yourself apart from the cowboys. You can also take on commercial jobs that come with stricter requirements. And you sleep better.

Starting a moving company in the Netherlands: what needs to be arranged?

We start with the Netherlands. The checklist below runs from "you cannot start without this" to "smart to think about early". Tackle it in this order and you build a complete business step by step.

1. Register with the Chamber of Commerce (KvK)

First step: make your business official at the KvK, the Dutch Chamber of Commerce. You pay a one-time registration fee and choose a legal form. For most starting movers this is the choice between a sole proprietorship (eenmanszaak) or a private limited company (BV).

A sole proprietorship is quick to set up and works fine if you start alone or with a small crew. Fiscally advantageous in the beginning. Downside: you are personally liable for debts and damage. A BV costs more to set up (notary, at least a symbolic capital deposit) but limits your liability to the BV. As soon as you employ staff or put vehicles in the company's name, a BV becomes seriously interesting.

Important rule of thumb: in 2026 the tipping point towards a BV only comes around 90,000 euros annual profit. That is because of two things. One, as a director-major shareholder (DGA) you must pay yourself a customary salary of at least 58,000 euros in 2026 (was 56,000 in 2024/2025), on which you pay regular payroll tax. Two, the self-employed deduction for sole proprietorships is reduced to 1,200 euros in 2026 and disappears in 2027, but the SME profit exemption of 12.7% remains. Below 90k profit, a sole proprietorship is therefore usually still more advantageous. Run the numbers with an accountant before you choose. The difference in tax burden can be thousands of euros per year, and a sole proprietorship can be converted into a BV later when you grow.

2. NIWO Euro licence for professional road haulage

This is the permit that is often underestimated, and also the one about which wrong information keeps circulating. The current rules in 2026 at a glance.

Since January 1, 2024, a lower weight threshold applies: you need a Euro licence as soon as you transport goods for third parties with a vehicle of more than 2.5 tonnes maximum permissible weight (MTM). Even if you only drive within the Netherlands. That is a consequence of the EU Mobility Package. Concretely: a 3.5-tonne Luton van that previously fell under the exemption now falls under the licensing requirement. If you transport on own account (for example, your own moving company moves your office), that counts as own transport and no licence is needed. But any time you transport for a customer, the rules apply.

The Euro licence comes with three conditions: professional competence, financial standing and good repute. We walk through them below.

NIWO costs and processing time 2026:

• Euro licence application: 255 euros one-time
• Per licence copy (per vehicle, valid 5 years): 27 euros
• Annual levy per licence copy: 51.60 euros
• Official processing time: 8 weeks, can be longer when busy

Documents required with the application: your professional competence diploma (or that of your transport manager), a recent certificate of conduct (VOG-NP or VOG-RP, no older than 2 months), annual figures with an accountant's statement for financial standing, vehicle registration certificates, and in the case of an external transport manager also an employment contract. Prepare these documents before you submit the application, otherwise you incur unnecessary delays. The current procedure is on niwo.nl.

3. Professional competence for road haulage

For the Euro licence, someone in the company must be professionally competent. That can be you, or a hired transport manager. You demonstrate professional competence with the Dutch diploma Vakbekwaamheid Beroepsvervoer, or with a recognized exemption certificate based on at least ten years of continuous management experience in professional transport (that last option is being tested ever more strictly).

You obtain the diploma through a recognized training provider. A course typically costs around 1,500 to 2,500 euros and takes three to six months of study. So factor it into your start-up planning: the professional competence must be in place before you get the licence.

4. Demonstrating financial standing

The NIWO requires that you are financially sound. Concretely: 9,000 euros of equity for your first vehicle, and 5,000 euros for each additional vehicle. Got three box trucks? Then you must demonstrably have 19,000 euros available. You prove this with an accountant's statement, or with a bank guarantee.

Think about this in advance. Many starters only find out at the application stage and have to push back their planning because the money is not liquid.

5. Good repute requirement

The NIWO asks for a certificate of conduct (VOG) for companies. Have you or your directors recently been convicted of certain criminal offences? Then you will not get a licence. For most people this is a formality.

6. Vehicles: MOT, inspection, tachograph, on-board computer

Your vehicles need to be in order. That means:

• APK (Dutch MOT) for all vehicles according to the regular schedules.
• Professional transport inspection for vehicles above 3.5 tonnes: annually.
• Digital tachograph mandatory in vehicles above 3.5 tonnes for professional transport. Drivers must have a driver card.
• On-board computer for taxi and freight is not mandatory for moving itself, but tachograph registration is.

Note: the smart tachograph version 2 has been mandatory for all new vehicles since 2024 and mandatory from August 2025 for older vehicles driving internationally. We wrote a separate blog about this, see smart tachograph mandatory in 2026.

7. Motor vehicle tax, BPM and truck toll

You pay road tax for every vehicle. Vans under 3.5 tonnes used commercially fall under the reduced commercial (grey licence plate) rate. Trucks have a higher rate. BPM (vehicle purchase tax) is paid once at purchase (or not, if the vehicle is exempt as a commercial vehicle).

Important addition: as of July 1, 2026, a truck toll is introduced on motorways and certain N-roads in the Netherlands. Vehicles above 3.5 tonnes then pay per kilometre, with rates between 14 and 28 cents depending on emission class and weight. For an active moving truck, that adds up. Factor it into your cost price from day one. Read our full analysis in truck toll per July 1, 2026.

8. Insurance you really need

This is the part where starters cut corners most often and pay for it hard later. The minimum set of insurance for a moving company:

• Business liability insurance (AVB): covers damage you or your staff cause to belongings or people. Indispensable for movers: a scratched piece of furniture, a broken window, a fall on the stairs.
• CMR insurance / carrier's liability: specific cover for damage to the goods during transport. Standard business liability often does not cover this.
• Vehicle insurance: third-party liability for every vehicle, comprehensive or all-risk for more expensive trucks.
• Employee insurance: if you hire staff, mandatory cover for sickness and workplace accidents.
• Legal assistance: useful for legal disputes with customers or suppliers.
• Disability insurance (AOV): for you as the owner. Definitely a must in a physically demanding profession like moving.

Budgeting 400 to 900 euros per month in total insurance costs for a small moving company is realistic. Less is almost always underinsured.

9. Recognition as a mover (in due time)

Not mandatory, but recommended if you want to be taken seriously. The Dutch quality mark Erkend Verhuisbedrijf (Recognized Moving Company) from the Stichting Erkende Verhuizers shows customers that you comply with the AVVV (General Terms and Conditions for Moving) and with additional quality requirements in the areas of safety, environment and business operations.

Note: you cannot apply for this quality mark right at the start. Your company must exist for at least two years before you qualify. An independent audit by Kiwa assesses your operations at admission and through periodic re-checks. So plan this as a goal for your third year, not your first. For commercial jobs (office moves, corporate relocation), the recognition is often a requirement, so it is worth working towards. Costs are not published on the website - call 070-3401788 for current membership fees.

10. Collective bargaining agreement for road haulage

As soon as you hire staff, you fall under the Dutch CBA for professional road haulage and mobile crane rental. That CBA sets minimum wages, surcharges, holiday days, pension scheme and expense allowances. In 2026 there is also a new wage increase. For 2026 and 2027 combined, that quickly adds up to six to eight percent. See our explanation in CBA 2026: wage increase and rates.

11. GDPR and privacy policy

You store customer data: addresses, phone numbers, sometimes inventory lists. That is personal data. The GDPR requires a privacy statement on your website, a data processing agreement with your software vendors, and a procedure for data breaches. No rocket science, but it does need arranging. Adapting a generic template to your business takes about an hour of work.

12. Zero-emission zones in city centres

From 2025, building up towards 2030, a growing number of Dutch city centres have zero-emission zones for vans and trucks. Amsterdam, Rotterdam, Utrecht, The Hague, Eindhoven, Groningen and Tilburg lead the way. Do you have a lot of jobs in the city centre? Then you need to think about electric vans or box trucks, or about exemptions for older vehicles. Our blog zero-emission zones for moving companies goes deeper into this.

Starting a moving company in Belgium: what needs to be arranged?

Starting a moving company in Belgium resembles the Dutch route, but the institutions have different names and the details differ. Here is the complete checklist for Belgium, with emphasis on the differences.

1. Register in the Crossroads Bank for Enterprises (KBO)

First step: request a company number via the KBO. You do this at a business one-stop shop (ondernemingsloket). You choose a legal form (sole proprietorship, BV, CommV) and register under the right NACEBEL code for moving activities (49.420 for removals).

Just like in the Netherlands: a sole proprietorship is faster and cheaper to start, but you are personally liable. A BV (since 2019 without minimum capital, but with a mandatory financial plan) limits your liability and becomes interesting as soon as you have staff or multiple vehicles.

2. Transport licence via FOD Mobility

For transporting goods on behalf of third parties, you need a transport licence in Belgium. You apply for it at the FOD Mobility and Transport. There are two variants:

• Community licence: for vehicles above 2.5 tonnes, valid throughout the EU. In practice this is what most movers need.
• National licence: for vehicles between 500 kg and 3.5 tonnes, valid only in Belgium.

Note: since May 2022 the threshold for international transport in the EU has been lowered to 2.5 tonnes. So for smaller vans that cross the border, you also need a licence.

3. Professional competence certificate or transport manager

For the licence, someone in the company must be professionally competent. You demonstrate that with the certificate of professional competence for goods transport, awarded after passing an exam from the FOD Mobility. Cannot manage that yourself? Then you can appoint an external transport manager. That person must work at least ten hours per week for your company.

4. Financial standing

Identical amounts to the Netherlands: 9,000 euros for the first vehicle, 5,000 euros for each additional vehicle. Proof via annual accounts, bank guarantee or joint and several surety.

5. Good repute condition

Extract from the criminal record (in Belgium the "certificate of good moral conduct"). Certain convictions exclude you from a licence.

6. Social security and VAT

Joining a social insurance fund for the self-employed is mandatory within ninety days of starting. You pay provisional social contributions based on your expected income. In addition, you activate your VAT number at the FOD Finance (it is essentially your company number with BE in front of it). The standard VAT rates are 6% for private moves within Belgium and 21% for commercial moves.

7. Insurance in Belgium

The minimum set resembles the Netherlands: civil liability for operations, professional liability, vehicle insurance (mandatory third-party), CMR for the transported goods, workplace accident insurance for staff, possibly legal assistance. For yourself as a self-employed person: social status via the social fund and a guaranteed income insurance (the Belgian equivalent of the Dutch disability insurance).

8. Joint committee and CBA 140

If you hire staff, you fall under joint committee 140 (goods transport). CBA 140 regulates minimum wages, surcharges and employment conditions for drivers and movers in Belgium. Good payroll administration is essential: a social secretariat (SD Worx, Securex, Acerta) usually takes this over for you.

9. LEZ zones in Belgian city centres

Antwerp, Ghent and the Brussels-Capital Region apply Low-Emission Zones. Diesel vehicles below certain Euro standards are not allowed in. In 2025 the rules tighten further, and in Brussels a complete diesel ban for vans and trucks is in preparation. Do you regularly work in these cities? Then a recent vehicle with Euro 6 or electric is a must.

Vehicle and equipment: choose wisely

Once your paperwork is on track, the next big decision follows: which vehicle and which equipment? This determines your start-up costs and your deployability for years.

Buy, lease or rent?

Three flavours, each with its own trade-off.

• Buy second-hand: lowest entry point, but count on more maintenance. Good for starters with tight cash flow who are handy. A decent second-hand Mercedes Sprinter or VW Crafter box truck with 150,000 km costs between 15,000 and 30,000 euros.
• Financial lease: you are the economic owner, the vehicle is on your balance sheet. Fixed monthly cost, depreciation as an expense. Suits growing companies that want to save cash for growth.
• Operational lease: the lease company remains the owner, you pay all-in per month including maintenance, tyres and insurance. Predictable, easy, but more expensive in the long run. Suitable if you want to avoid large fluctuations.

Which type of vehicle suits your start?

A small mover often starts with a Luton van at 3.5 tonnes (a van with an enclosed cargo box at the rear). You can drive it with a regular category B licence, it saves wage costs for specialized drivers, and it fits in most city centres. Downside: limited cargo space (on average 18-22 m3). For a normal family move you then do two trips, or you rent extra capacity for big jobs.

If you want to go all in, you step up to a 7.5 or 10-tonne box truck with a C1 or C licence. Cargo space of 35 to 50 m3, a complete family move in one go. Higher investment, higher road tax, but also a higher day rate.

Moving equipment: the basic kit

Good equipment is not a luxury. Anyone who skimps on tie-down straps and blankets gets damage claims. This is the basic kit for a starting moving company:

On top of that: hand truck, furniture dolly, piano set (support and straps), hydraulic lift or moving hoist (rent or buy), stair protectors, floor runners, packing material (bubble wrap, tape, protective foil) and hand tools (screwdriver, hex keys, tape measure). Total investment in starting equipment: count on 3,000 to 8,000 euros, depending on whether you buy or rent a moving hoist.

Software and administration from day one

This is where most starters drop the ball. They focus on the operational side (vehicle, equipment, first customers) and let the administration slide. Three months later they spend three evenings a week on it, because all customer data is spread across a notebook, a WhatsApp archive and a mailbox.

Good software from day one costs little and saves enormously. This is what you need at a minimum:

• Quoting software: not every customer gets a hand-made Word document. A tool that automatically generates quotes based on m3 and distance saves hours per week. Also read the perfect moving quote checklist.
• CRM: all customer data in one place. Who requested what and when? Who is still waiting for a quote? Who became a customer? Without a CRM, leads disappear into your mailbox.
• Planning: as soon as you have more than one crew, Excel becomes unworkable. See our recent analysis in planning software for moving companies.
• Time tracking: mandatory for staff, useful for yourself. Connected to payroll administration.
• Invoicing: automatic invoicing after the job, Peppol-ready for business customers, connected to your bookkeeping.
• Bookkeeping: Exact, Snelstart, Moneybird, Teamleader, or in Belgium WinBooks or Billit. Preferably connected to your invoicing so you do not enter things twice.

Many starters initially choose five or six standalone tools. That works. Until you hire your first employee and add your second van, and you have to enter every job three times. Then the business case tips towards integrated moving software: a platform that ties quote, planning, execution and invoicing together. We at Bas are obviously in favour of that, but even regardless of our brand: think from day one about how your stack will grow. Read our comparison in ERP for moving companies: standalone tools vs. all-in-one.

Website, Google and online visibility

You need a website. Not because you have to, but because 80% of your future customers google first. At a minimum: a landing page with your services, contact details and a quote button. Google Business Profile (formerly Google My Business) is free and essential for local visibility. Collecting customer reviews starts from customer number one.

Pricing: hourly rate versus fixed price

Many starters copy a competitor's rate and bleed out on bad margins. Calculate your real cost price. A 7.5-tonne box truck with two men for the day quickly costs you 450 to 600 euros per day in direct costs (wages, diesel, depreciation, insurance, levies). On top of that you have overhead (administration, insurance, software) of 15 to 25%. And a profit margin needs to come on top of that too.

A realistic hourly rate range for the Dutch moving market in 2026, per man-hour excluding VAT:

• Starting self-employed mover: 35 to 45 euros
• Experienced self-employed or small moving company: 45 to 60 euros
• Small moving company with staff: 55 to 70 euros
• Recognized moving company: 65 to 75 euros

A starter entering the market at 75 euros per man-hour loses. One starting at 30 euros cannot cover the cost price. Sit down, calculate it based on your own situation (wage costs, vehicle costs, insurance, administration) and choose a rate you can structurally live on. Surcharges in the market are fairly standard: Saturday +25%, Sunday +75%, evening and public holiday jobs 10 to 50% extra.

Step-by-step plan: from idea to first move

Putting it all together, this is a realistic timeline for a well-prepared start. Count on three to six months from "I am going to do this" to "my first job is running".

What does it cost to start?

A realistic start-up budget for a moving company with a 3.5-tonne Luton van and a small starting equipment package looks roughly like this:

Indicative start-up investment moving company 2026

This is the minimal variant. If you want to start straight away with a 7.5-tonne box truck and rent a small warehouse, you quickly reach 70,000 to 100,000 euros in start-up investment. Also count on at least three to six months of working capital before your first customers pay.

Common mistakes among starters

After hundreds of conversations with starting movers, we see the same mistakes come back. A list to avoid them:

• Quoting too low to win the first customers. You learn nothing from it and you attract customers with low purchasing power who keep pushing on price.
• Working off the books on the side because "things are a bit tough". One inspection and your licence is gone, plus a fine plus tax arrears.
• No contract with the customer. Verbal agreements are always remembered differently. Use the AVVV terms and have the customer sign for approval.
• Postponing administration. After three months you have a paper mountain that takes a week to sort out. Do it weekly.
• No buffer. A broken truck or a sick employee in May can flatten your revenue for two weeks. Make sure you have two months of fixed costs in reserve.
• Competing on price alone. In the moving industry, companies win on quality, communication and reliability. Not on the lowest price.

Conclusion: starting well is half the battle

Starting a moving company in 2026 is not a weekend job. The paperwork in both the Netherlands and Belgium requires about three months of preparation, a sizeable investment, and real decisions about legal form, vehicle and software stack. But whoever does it right has a professional foundation to build on for years.

The moving industry is no longer a hobby market. Customers want a mover with a licence, insurance that covers, and an invoice that adds up. Business clients even demand recognition and GDPR compliance. Whoever has all of that from day one speaks a different language than the van mover operating under the radar. And that language wins in the long run.

Our tip for anyone considering starting: invest the first three months in paperwork and systems, not in jobs. Once everything is in order, you are set for ten years. The quoting, the planning and the execution can run as smoothly as you like, but without a solid administrative foundation you will not last. Want to read more about professionalizing your moving company? Our blog about digitalization in the moving industry gives you the next step.