Before you start setting up your account, first check the company settings. The information you enter here appears on all your documents: quotes, invoices, credit invoices and job sheets.
Step 1 - Opening company details
Go to Settings > Company. Here you see an overview of all the company details in the system. For a new account most fields are already filled in based on your registration, but check everything carefully.
Step 2 - Checking basic details
Check the following fields and fill in where needed:
Field | What you enter | Example |
Company name | Your official company name as registered with the KvK (Chamber of Commerce) | Example Removals Ltd |
KvK number | Your 8-digit KvK (Chamber of Commerce) number | 12345678 |
VAT number | NL + 12 characters (digits and letters) | NL123456789B01 |
IBAN | Your business bank account | NL00BANK0123456789 |
Address | Your company's registered address | Example Street 10, 1234 AB Amsterdam |
Phone number | Your main number | 010-1234567 |
Email address | The info address customers see |
Why is this important?
This information is automatically carried over into all your documents. If your VAT number is wrong, it will be wrong on every invoice you send. If your IBAN is wrong, customers won't be able to pay into the right account.
Field by field
Company name - Always use the full, official name as registered with the KvK (Chamber of Commerce). So "Example Removals Ltd", not "Example Removals" or "ER Removals". This name appears at the top of your invoices and quotes.
KvK number - This is your 8-digit registration number with the KvK (Chamber of Commerce). You can find it on your KvK extract or at kvk.nl. It appears in the footer of your documents.
VAT number - The Dutch VAT number always starts with "NL" and ends with "B01" or "B02". The full format is NL + 9 digits + B + 2 digits. Example: NL123456789B01. This number is crucial for customers who want to reverse-charge VAT.
IBAN - Your business bank account number. This appears on your invoices so customers know where to pay. Always use your business account, not your personal one.
Note: Check your VAT number extra carefully. This appears on every invoice and quote. An incorrect VAT number can cause problems with the tax office and with customers who want to reverse-charge VAT.
Step 3 - Uploading your logo
Your logo appears on all your documents and in the emails the system sends to your customers.
How do you upload your logo?
Click the logo field (or Upload if there's no logo yet)
Select your logo file
The logo is shown immediately as a preview
Click Save
Which file format?
Format | Suitable? | Explanation |
SVG | Best choice | Scales perfectly, always sharp at any size. This is the recommended format. |
PNG | Acceptable | At least 300x300 pixels. Preferably use a PNG with a transparent background. Maximum 2 MB. |
JPG | Not recommended | No transparency possible, can look unprofessional on documents. |
Tip: Ask your graphic designer for an SVG version of your logo. SVG always gives the best quality, regardless of the document's format.
Note: A logo without a transparent background (for example a JPG with a white area) can stand out unpleasantly on documents where the background colour isn't white. Preferably use SVG or PNG with a transparent background.
Step 4 - Setting up your signature
The company signature is used when a customer digitally accepts a quote. The customer adds their signature, and your company signature automatically appears on the signed document.
How do you set up the signature?
Go to the Signature field
Type the company name - this is usually the official company name
Click Save
Tip: Write out the company name in full, for example "Example Removals Ltd". This appears as a digital signature on the document, next to the customer's signature. There's no upload field for an actual signature image - the system uses the entered text.
Step 5 - Saving the details
Have you checked and completed all fields? Then click Save. Your company details are now set up and will automatically be used in all your documents.
Tip: After saving, create a test quote or test invoice and view the PDF. That way you see immediately how your company details and logo look on an actual document. Something not right? Go back to the settings and adjust it.
Where does your company information appear?
Your company details are used in multiple places in Bas:
Place | Which details |
Quotes | Logo, company name, address, KvK number, VAT, contact details |
Invoices | Logo, company name, address, KvK number, VAT, IBAN, contact details |
Credit invoices | Same as invoices |
Job sheets | Logo, company name, contact details |
Emails to customers | Logo, company name, contact details |
Employee app | Company name and logo |
Customer portal | Logo and contact details |
It's therefore important that all the information is correct in one go. A mistake in your company settings carries through to everything the system produces.
Tips
Check your details against your KvK extract. Copy your company name, KvK number and VAT number directly from the KvK extract. This avoids typing errors.
Use your business email address. An info@ address looks more professional than a personal Gmail address on your invoices.
Upload your logo as SVG. This is a one-off investment that ensures your documents always look sharp, regardless of size.
Create a test document. After saving your settings: create a test quote and view the PDF. That way you see straight away whether everything is correct.
Note
An incorrect VAT number is the most impactful mistake. It appears on every invoice and quote. Always check this number against your KvK extract.
A logo not in SVG gives poor quality in PDF documents. A small or blurry logo on your quote doesn't make a professional impression.
Not filling in your IBAN means customers won't see an account number on your invoices. Always fill this in, even if you work with iDeal (Mollie).
Company name not official - always use the name as officially registered with the KvK. "Example Removals" is not the same as "Example Removals Ltd" for your customers and the tax office.
Next step: Multiple brands and identities - do you work with multiple trading names? Read here how to set up identities.