Introduction
The Dutch Tax Administration (Belastingdienst) can ask a rental or lease company which business had which vehicle, and for how long, whenever a vehicle went out for a month or more. The screen headed Tax authorities lease builds that list for you. Under the heading sit three boxes — From, To and Branch — and below them a table with the buttons Generate and CSV Export on the left, and Reset filters and Export on the right. The table stays empty until you press Generate.
The list works vehicle by vehicle. For each vehicle it gives one line per long rental in your period, and a line for every stretch when the vehicle was back with you in between, so that each vehicle's whole period is accounted for without gaps.
You will use it when:
- a letter from the tax office asks for your long-hire details for a quarter
- your accountant wants the yearly overview of vehicles on lease, in four chunks
- you want to check a customer's Chamber of Commerce number before the list goes out
- someone asks which business had a particular number plate on a given date
Words this screen uses
| The screen says | It means |
|---|---|
| Chamber of commerce One | Your own company's number in the Chamber of Commerce (KvK) register, taken from the branch you pick |
| Chamber of commerce Two | The number of whoever had the vehicle: the customer's, or your own again when the vehicle was with you |
| Registration number | The number plate, in capitals |
| RSIN | The tax office's identification number for a company or other organisation |
| Invoice name | The name the customer is invoiced under |
| CSV | A comma-separated values file: plain text that Excel and the tax office's systems can read |
Every tax-related export in the app
| What you need | Where | Covered on |
|---|---|---|
| Who had which vehicle on long hire | Dashboards, Tax authorities tile | This page |
| Invoice lines with their VAT, for your value-added tax (VAT) return | Financials, invoice list, CSV Export | Delete a draft invoice or export invoices to a spreadsheet |
| Invoices sent straight to your bookkeeping | Your accounting link | Send invoices to your accounting package |
Use this page for the long-hire list only. VAT figures come from your invoices.
How to use
Configuration
The screen has no settings of its own, but it copies three things from elsewhere. Fill them in first, or the list comes out with zeros and blanks:
| What the list shows | Where it comes from | Set it on |
|---|---|---|
| Your number in Chamber of commerce One | Chamber of Commerce on your branch | Put your logo, company details and terms on your documents |
| The customer's number in Chamber of commerce Two, their name and address | Chamber of commerce, Invoice name and the address on the customer | Create a customer record |
| Where a vehicle's first line starts | Active from, on the vehicle's Financial tab | Add a vehicle to your fleet |
Before you start: the Tax authorities tile, the screen it opens and both of its buttons are open only to a company administrator account. If you need the list, ask a colleague with a company administrator account, or see Add an employee and set their permissions.
Using the tax authorities list
From the main menu, open Dashboards. Scroll to the section headed Other at the bottom and click the Tax authorities tile.
- Set From and To to the period the tax office asked about. Both start at the current week. To must be after From, and the period can be at most 120 days — for a full year, make one list per quarter.
- Pick your Branch. Its name, address and Chamber of Commerce number go on every line where the vehicle was with you, and its number fills Chamber of commerce One on every line. The list still covers the vehicles of all your branches.
- Press Generate. The table fills with up to 100 lines per page; use the arrows under the table for more. Each column has a filter box above it, for example to find one number plate.
- Read it through. Look for lines with Chamber of commerce Two 00000000 on a business customer — that customer's number is missing (see the Q&A).
- Press CSV Export. Your browser downloads the file. It is built fresh from the dates and branch in the boxes, so you do not need to press Generate first — but the table on screen can empty itself; press Generate again to see it.
Which rentals count. A booking is on the list when all of these hold:
| Condition | What to check |
|---|---|
| It lasts 30 days or more | The booking's total rental days |
| It has been picked up | Picked-up and returned bookings count; confirmed bookings not yet collected do not |
| It overlaps your period | Returned on or after From, and picked up on or before To |
Shorter rentals are left out, and the vehicle counts as being with you during them.
Key details
Worked example. You make the list for 1 January to 31 March 2026, branch Autoverhuur Utrecht, Chamber of Commerce 87654321. Van AB-123-C came back from a long rental on 20 December 2025. On 15 January Bakkerij Jansen B.V. (Chamber of Commerce 12345678) takes it for 30 days, until 14 February. A private customer then has it for 10 days, and on 1 March Klusbedrijf De Vries takes it until 30 April. The van gets four lines:
| Start date | End date | Chamber of commerce Two | Invoice name |
|---|---|---|---|
| 20-12-2025 | 15-01-2026 | 87654321 | Autoverhuur Utrecht |
| 15-01-2026 | 14-02-2026 | 12345678 | Bakkerij Jansen B.V. |
| 14-02-2026 | 01-03-2026 | 87654321 | Autoverhuur Utrecht |
| 01-03-2026 | (empty) | De Vries's number | Klusbedrijf De Vries |
The first line starts before your period, at the return of the last long rental. The 10-day rental disappears into the third line. The last line has no end date because the van is still out after 31 March.
Where a vehicle's first line starts. When the first long rental in the period starts after From, the list goes back to the return of the vehicle's previous long rental. When there was none, it starts at the vehicle's Active from date — which can be years back — or at From when Active from is empty.
An empty end date means "still running". A rental that ends after To, or a stretch with you that lasts past To, has no end date. Every vehicle your company has ever had is on the list, including sold ones; a vehicle with no long rentals at all gets one line with you, with no end date.
What the CSV file looks like. The columns are separated by semicolons, with Dutch headings, in this order: KvK-nummer1, Kenteken, BeginDatum, Einddatum, KvK-nummer2, RSIN, Naam, Straatnaam, Huisnummer, Huisnummertoevoeging, Postcode, Woonplaats. Dates have no dashes, and text is in double quotes. The Bakkerij Jansen line of the example reads:
87654321;"AB123C";15012026;14022026;12345678;;"Bakkerij Jansen B.V.";"Dorpsstraat";;;"3511 AB";"Utrecht"
A Chamber of Commerce number is always eight digits: a shorter one gets leading zeros, an empty one becomes 00000000.
What to do next: open the file, fill in the columns the app leaves empty (see the Q&A), check the business customers flagged in step 4, and send it to the tax office the way their letter asks.
Q&A
Why are the House number, House number addition and RSIN columns always empty? The list does not fill them, even when the customer's address has a house number. Add them in Excel before you send the file. If the customer's Street holds only the street name, the house number is missing from the file altogether.
Why does a business customer show 00000000 in Chamber of commerce Two? The customer's Chamber of commerce field is empty. Fill it in on the customer (see Create a customer record) and press CSV Export again. Private customers always show 00000000.
Why does every line show 00000000 in Chamber of commerce One? The branch you picked has no Chamber of Commerce number, or you left Branch empty. Pick a branch, fill in its number if needed (see Put your logo, company details and terms on your documents), and export again. With no branch, the lines where the vehicle was with you also have no name or address.
Why is a rental that I know was 30 days long missing? It was never marked as picked up, for example because the handover was skipped. Record the pickup as described in Run the pickup inspection, then generate again.
Why does a vehicle's first line start years before my period? It had no earlier long rental, so the line starts at its Active from date. Correct the date on the vehicle's Financial tab if it is wrong, or change the date in the file.
Why do I get "Period should be max. 120 days" or "End date should be after from date."? Your dates are more than 120 days apart, or To is not after From. Shorten the period or swap the dates.
Why did pressing CSV Export do nothing? No file was produced, and the app shows no message. Press it again; if it still fails, ask RentVisie support.
Can I get the list as an Excel file instead? Yes: Export on the right of the table saves what is on screen as a spreadsheet, and Reset filters clears your column filters first. The tax office's format is the CSV file, so use CSV Export for the file you send. See exporting a report for how the Export button works.
Related pages:
- Invoice a long rental or a group company without VAT — the VAT side of the same 30-day rentals.
- Delete a draft invoice or export invoices to a spreadsheet — the invoice export for your VAT return.
- Check how much your fleet is being used — the other vehicle-by-vehicle report on the Dashboards screen.