You have a good idea. Maybe even a first client. You have settled on a name, registered a domain, and there is perhaps already a simple website online. But when do you actually have a real business? That question trips up more starters than you might expect. Setting up a BV (besloten vennootschap, the Dutch private limited company) is one of the most important early decisions a Dutch entrepreneur can make, but it is just one step in a longer journey. This guide takes you through the full path: from idea and business plan, through incorporation, right up to finding your first kantoor, winkel, or bedrijfsruimte and making sure your company can function there digitally from day one.
1. Start With a Solid Business Plan
A business plan is not a bureaucratic box to tick. It is the moment where you force yourself to answer the questions that will determine whether your company survives its first two years. You do not need a 60-page document. You do need clear, honest answers to a handful of fundamental questions.
- What exactly are you selling, and to whom?
- Which problem are you solving, and for which customer?
- Who are your competitors, and what makes you different?
- How do you generate revenue, and what is your pricing model?
- What are your expected costs in year one?
- How much turnover do you need to break even?
- Will you hire staff, and if so, when?
- Do you need an office, retail space, or warehouse from the start?
- How much financial buffer do you need before the first invoice arrives?
Even a two-page summary that answers these questions clearly is more useful than a polished document full of assumptions you have never tested. A business plan also helps you in conversations with a bank, investor, or landlord. Landlords of commercial property routinely ask for business plans or financial projections before signing a lease with a new company. A landlord who sees a credible plan is a landlord who is far more likely to say yes.
Tip: build a simple financial model in a spreadsheet before anything else. Revenue minus costs equals profit, but revenue minus costs minus the month you forgot to invoice equals a cash crisis. Know the difference between turnover and cash flow from the start.
2. Choosing the Right Legal Structure
The most common legal structures for Dutch entrepreneurs starting out are the eenmanszaak (sole trader) and the BV. A sole trader is simpler to set up and has lower administrative overhead, but the owner is personally liable for all business debts. A BV separates the company's legal identity from the owner's personal assets, which limits personal liability in most circumstances.
When a BV becomes the smarter choice depends on the specific financial and personal situation of the entrepreneur. Factors typically considered include the expected level of profit, the entrepreneur's other income, the desire to take on co-investors or co-founders, and the nature of the business risk. Because tax rules and thresholds change over time, it is wise to discuss this decision with an accountant or tax adviser rather than relying on general rules of thumb. What was optimal last year may not be optimal today.
Common mistake: choosing a BV because it sounds more professional, without understanding the administrative obligations it brings. A BV requires annual financial statements, separate corporate bookkeeping, and in many cases an accountant. These are real costs. Make sure they fit your budget from the start.
3. How to Set Up a BV: The Step-by-Step Process
Setting up a BV in the Netherlands is a structured legal process. It is not something you do in an afternoon by clicking through a web form. Here is what the process broadly looks like.
Choose and Check Your Company Name
Your company name must be unique and cannot closely resemble an existing registered name. Check the KvK trade register and the Benelux trademark database before you fall in love with a name. Also check whether a matching domain name is available, because you will want your company name and your online identity to align from day one.
Determine Your Shareholder Structure and Directors
Who owns what percentage of the company? If you are starting alone, this is straightforward. If you have co-founders, the ownership split needs to be agreed and documented before the notary appointment. Who will be the statutory director (bestuurder) of the BV? This person has formal legal responsibility for the company. These decisions should not be made at the last minute.
Tip: if you are starting a BV with one or more partners, draw up a shareholders agreement (aandeelhoudersovereenkomst) in addition to the articles of association. This document governs what happens in the event of disagreements, someone wanting to exit, or dividend policy. Many co-founder disputes happen because this was never put in writing.
The Notary: Non-Negotiable for a BV
A BV cannot be incorporated without a civil-law notary (notaris). This is a legal requirement in the Netherlands. The notary drafts the articles of association (statuten), which set out the company's purpose, share structure, and governance rules. The notary then executes the deed of incorporation (oprichtingsakte), at which point the BV legally comes into existence. Only after this deed is signed can you register the company with the Chamber of Commerce.
Notary fees for a standard BV incorporation vary. Many online notary platforms have made the process faster and more affordable than it once was, particularly for simple single-shareholder BVs. The notary will also conduct identity checks on all founders and directors as part of anti-money laundering obligations.
Registration with the Chamber of Commerce (KvK)
Once the notary has executed the deed, the BV must be registered with the Dutch Chamber of Commerce (Kamer van Koophandel). This registration gives the company its KvK number, which you will use on invoices, contracts, and official correspondence. The KvK will forward the registration details to the Dutch Tax Authority (Belastingdienst), which will then issue a VAT number (BTW-nummer) if applicable.
UBO Registration
If one or more natural persons hold more than 25 percent of the shares, voting rights, or economic interest in the BV, they must be registered as Ultimate Beneficial Owners (UBOs) in the UBO register held by the KvK. This is a legal obligation under Dutch anti-money laundering legislation. Check the current rules at the time of incorporation, as these have evolved and may continue to do so.
Open a Business Bank Account
A BV requires a separate business bank account. You cannot run a BV through your personal account. Banks typically require the deed of incorporation, KvK registration extract, and identity documents from the directors. Opening a business account has become faster with newer digital banks, but some banks still have waiting times. Factor this into your planning.
4. What to Arrange After Incorporation
The moment your BV is registered, the real work of building a company begins. There is a practical checklist of things most starters need to address in the first weeks and months.
- Set up your bookkeeping system and decide whether you will manage it yourself or work with an accountant from the outset.
- Arrange your invoicing process, including a professional invoice template with all legally required fields such as VAT number and KvK number.
- Register for VAT if you are required to do so, and understand your VAT filing obligations.
- Draft general terms and conditions (algemene voorwaarden) for your contracts with clients.
- Assess which business insurances are relevant, such as professional liability (beroepsaansprakelijkheid), public liability, or disability insurance for the director-shareholder.
- Check whether you need any permits or licences for your specific sector or activity.
- If you plan to hire staff, register as an employer with the tax authority and set up payroll administration.
- Secure your domain name and set up a professional business email address.
- Ensure your website has a compliant privacy policy and that you handle personal data in line with GDPR requirements.
- Set up basic cybersecurity measures: strong passwords, two-factor authentication, and a backup routine for critical data.
Tip: keep business and personal finances completely separate from day one. This is not just good practice. It is also required for a BV. Mixing private and business spending creates bookkeeping nightmares and potential legal complications.
Common mistake: subscribing to a long list of SaaS tools, platforms, and services in the first week. Software costs add up quickly. Start with what you genuinely need now. Everything else can wait until you have a clearer picture of your actual workflow.
5. When Do You Need a Business Location?
Many entrepreneurs start at home, and there is nothing wrong with that. A home office has low cost, no commute, and maximum flexibility. For some businesses, it stays the right base indefinitely. But at some point, something changes.
Perhaps you are hiring your first employee and a kitchen table for two does not work. Perhaps clients want to visit and you need a professional meeting environment. Perhaps you need storage, specialist equipment, or a physical retail presence. Perhaps the lack of separation between work and home is affecting your focus or your private life. These are all signals that the question of a business location has arrived.
For companies looking for office space for rent in Amsterdam or exploring options in other major cities, the market offers a wide spectrum, from short-term flexible desks in business centres to traditional multi-year leases in standalone buildings. Choosing the right format for your stage of growth matters as much as the square metres and the rent.
6. Practical Checklist for Finding Your First Business Location
Renting commercial property for the first time involves more decisions than most starters anticipate. Work through this list before you start viewing properties.
- How many square metres do you actually need today, not in three years?
- How much growth do you expect, and do you need room to expand on the same premises?
- Is flexibility important? A short initial lease term or a flexible office arrangement may be worth a higher monthly rate if your plans are still evolving. Our article on flexible office versus fixed lease goes through this calculation in detail.
- What is the all-in cost? Ask for a breakdown of rent, service charges, energy, and parking. A low headline rent can hide significant additional costs.
- How long is the lease term, and what is the notice period?
- Will the landlord require a bank guarantee or deposit, and how many months?
- What are you permitted to do with the space? Can you adjust the layout, install signage, or make structural changes?
- What does the landlord deliver, and what do you need to arrange yourself? This is known as the delivery level, and it varies significantly between properties.
- Is there enough parking for your staff and visitors?
- How accessible is the location by car and public transport for your team and clients?
- Does the building's appearance match the image you want to project?
- Can you grow on this location, or will you be forced to relocate within two years?
Do not look only at the rent per square metre. Look at the total occupancy cost. A cheaper space that requires significant investment in fit-out, cabling, climate control, or other provisions can quickly become the more expensive option. Our knowledge base article on the hidden costs of renting commercial property covers this in more detail.
Companies based in the Randstad who want to reduce costs without sacrificing quality sometimes find that moving slightly outside the core cities offers excellent value. There is a strong case, for example, for office space for rent in Rotterdam, where rents are typically lower than in Amsterdam while infrastructure and talent access remain strong.
Common mistake: signing a five-year lease without understanding the break clause or notice obligations. Always read the lease carefully before signing, and consider having a commercial real estate adviser or lawyer review the key clauses. Our guide to renting office space explains what to look for.
7. The Question Most Starters Forget: Can Your Business Actually Work There Digitally?
You have found a space with the right square metres, a reasonable rent, a good parking ratio, and a location your team can reach. Before you sign, there is one more question that is asked far too rarely.
Can your company actually function here, digitally?
Modern businesses run on connectivity. Cloud platforms, video calls, file sharing, CRM systems, payment processing, AI tools, and a dozen other daily dependencies all require a reliable, fast internet connection. If that connection is unreliable, slow, or simply unavailable at the bandwidth your business needs, you do not have a functional office. You have an expensive problem.
Before committing to any commercial space, ask the following questions.
- Is fibre broadband available at this address, and from which providers?
- What upload and download speeds are achievable in practice?
- Is network cabling already installed in the space, and in what condition?
- How is mobile coverage inside the building?
- Is WiFi infrastructure in place, or do you need to install it from scratch?
- Where are the technical and telecom rooms in the building?
- If internet connectivity is critical to your operation, is redundancy (a second independent connection) possible?
- What does the landlord arrange, and what is the tenant's responsibility?
A starter does not need to understand every technical detail. But you do need to understand what your business depends on. Without connectivity, there is no business. Our article on internet speed for office space explains what bandwidth requirements typically look like for different types of organisations.
Tip: when viewing a property, ask the current tenant or building manager directly about internet performance. Real-world experience in the building is more valuable than a landlord's promotional summary.
8. Digital Infrastructure and IT-Label: The Next Step in Transparent Real Estate
RE-SEARCH does not only look at square metres, lease terms, and locations. We increasingly focus on the digital quality of commercial real estate, because for most modern businesses, this is just as important as the physical specifications.
This is why RE-SEARCH works with IT-Label, an initiative that maps the digital infrastructure and digital delivery level of buildings in a clear, standardised way. Not in complex technical jargon, but in terms that an entrepreneur can actually use to make a decision. The core question IT-Label tries to answer is simple: what do I actually get, digitally, when I set up my business here?
For starting and growing companies, this matters more each year. Dependence on cloud software, remote working tools, video platforms, AI-driven applications, and online services is increasing, not decreasing. A building that scores well on digital infrastructure is a building where your business can function properly from the first day, without expensive retrofitting or unpleasant surprises after you have signed a three-year lease.
You can read more about what an IT-Label certification involves in our article explaining the IT-Label for commercial real estate.
9. The Right Start, With the Right Advisers
Starting a BV means making a series of decisions you are making for the first time. That is completely normal. What matters is that you make those decisions thoughtfully and with the right support around you.
For your financial structure and tax position, work with a qualified accountant or tax adviser. For the incorporation itself, you need a civil-law notary. For your lease, particularly if it is a multi-year commitment for a significant space, a commercial real estate adviser can save you from mistakes that are expensive to undo.
RE-SEARCH helps entrepreneurs research, compare, and find a business location that matches what their company actually needs, today and as it grows. Not just the question of how many square metres, but the deeper question of what your business needs to function well here, both physically and digitally.
Whether you are looking for office space for rent in Utrecht, exploring logistics options, or searching for a flexible first space in any of the major Dutch, Belgian, or German cities, RE-SEARCH gives you the market overview and the expertise to make an informed decision before you sign.
Your company starts with a good idea. To grow, it needs the right environment, from the square metres and the lease terms to the accessibility and the digital infrastructure. Get proper advice before you commit.
Because without connectivity, there is no business.
Frequently Asked Questions
How do I set up a BV in the Netherlands?
You start by determining your company name, shareholder structure, and director(s). A civil-law notary then drafts the articles of association and executes the deed of incorporation. Once the deed is signed, you register the BV with the Dutch Chamber of Commerce (KvK). After registration, the tax authority assigns a VAT number. The notary is a mandatory part of the process: a BV cannot be incorporated without one.
Do I need a notary to set up a BV?
Yes. Under Dutch law, a BV must be incorporated by a civil-law notary. The notary drafts the articles of association and executes the deed of incorporation. Without a notary, the BV does not legally exist. Many notary firms now offer streamlined online processes for straightforward incorporations, which has reduced both cost and turnaround time.
What does it cost to set up a BV?
Costs vary depending on the notary and the complexity of the structure. Online notary platforms typically offer more competitive rates than traditional full-service firms for simple single-shareholder BVs. In addition to notary fees, factor in the KvK registration fee and, if relevant, the cost of a shareholders agreement or additional legal advice. For an accurate and current figure, request quotes from multiple notary providers.
When do I need a business premises?
There is no universal answer. Many entrepreneurs work from home successfully, sometimes for years. A business premises becomes necessary when you hire staff, need clients to visit professionally, require storage or equipment, need to separate work from home life, or want to project a more established image. The decision should be driven by genuine business need rather than the desire to appear larger than you are.
What should I look for when renting my first office?
Look beyond the headline rent. Consider the total occupancy cost including service charges, energy, and parking. Check the lease term and notice period carefully. Assess what the landlord delivers and what you need to arrange yourself. Verify that the location works for your team and clients in terms of accessibility. And do not forget to check the digital infrastructure: fibre availability, internet speed, and the state of the building's network cabling.
How do I check whether a commercial property has good internet connectivity?
Start by asking the landlord or building manager directly which internet providers serve the building and what bandwidth is available. Check whether fibre is present at the address using the provider's own coverage maps. Ask whether network cabling is already installed throughout the space. If possible, speak with existing tenants in the building about their real-world experience. For a more structured assessment, look for properties that carry an IT-Label certification, which provides standardised information about the building's digital infrastructure.
