After the Dutch KVK Number: Why eHerkenning Is a Separate Admin Job

KVK Registration Gives You a Business Number, Not Digital Access

The Chamber of Commerce (KVK) registration assigns your Dutch BV a unique business identifier and enters your company in the public Trade Register. This milestone feels like the finish line of company formation. In reality, the KVK number is only one credential you need to operate. eHerkenning—a separate digital authentication system—is what lets you file tax returns, access government portals, and update your company information online. These are two distinct administrative systems serving two different functions in the Dutch business ecosystem.

Intercompany Solutions notes that its four-step formation process takes you from your first conversation to a fully registered Dutch company. You send documents once, and the specialist team handles the notary and KVK registration from there. But after KVK registration is complete, securing eHerkenning access is the next administrative task. The two milestones look similar but serve entirely different purposes: one creates your business identity in the public register, the other grants you digital authorization to interact with government agencies on the company's behalf.

What eHerkenning Is and Why It Exists Separately

eHerkenning is the Dutch government's digital authentication system for businesses and their authorized representatives. It is not a permit or license. Instead, it is a secure login credential that proves you have the legal right to file forms, submit returns, and access government services on behalf of a Dutch company. Without eHerkenning, a director or founder cannot file corporate income tax returns online, update KVK data, submit payroll returns, or access the Dutch Tax Administration (Belastingdienst) or Ministry of Labor portals.

Intercompany Solutions can request eHerkenning on behalf of a client's Dutch company, removing the burden of navigating Dutch government digital identity verification for non-resident directors. The KVK number is a business directory entry; eHerkenning is the digital key that authorizes an individual to act on the business's behalf. This separation exists for security and accountability. When a company appoints multiple representatives—an accountant, a bookkeeper, a tax specialist—each needs their own eHerkenning credentials to create an audit trail of who filed what documents and when. One person's credentials cannot be shared across multiple users without compromising security and creating compliance risks.

How eHerkenning Is Obtained and When to Request It

To obtain eHerkenning, a representative of the company must register with a certified Dutch government identity provider. The provider verifies the person's identity (typically with a passport or national ID) and their legal authority to represent the company (typically via a KVK extract showing them as a director). Once verified, the provider issues eHerkenning credentials that work across all Dutch government digital services.

For foreign founders, this process can be cumbersome: navigating a Dutch identity provider's website in Dutch, gathering documents, and confirming identity across time zones. Intercompany Solutions streamlines this by requesting eHerkenning on your behalf, handling the identity verification, KVK documentation, and submission to the provider. The result is the same—your company has functional eHerkenning access—without the logistics burden of managing Dutch government portals directly.

Timeline, Coordination, and Practical Steps Forward

Timing matters: the KVK registration typically completes within two to four weeks of notary submission. eHerkenning setup, once requested, takes one to three weeks. Most founders wait for the KVK confirmation (which produces a KVK extract needed for the eHerkenning request) and then request eHerkenning immediately. Planning for this two-stage sequence prevents the surprise of assuming all digital access will be ready on day one. Once your KVK registration is confirmed, gather your documents immediately for the eHerkenning request: a current passport or national ID, a recent KVK extract, and (if using an agent) a signed power of attorney. For detailed guidance on preparing your notary registration file and understanding the KVK process, see our guide on preparing your registration file. For non-resident directors, this is also the moment to coordinate with your accountant to clarify who will file taxes and whether they have their own professional credentials or will need a company delegation.

Milestone	Responsible Party	Timeline	Outcome
Company formation with notary	Notary	3-5 business days	Notarized deed signed and ready
KVK registration submission	Notary	1-2 days after deed	Application filed with KVK
KVK processing and confirmation	KVK office	2-4 weeks	KVK number assigned, extract available
eHerkenning request preparation	Founder / Agent	1-3 days after KVK confirmation	Documents gathered and submitted to provider
eHerkenning processing	Identity provider	1-3 weeks	eHerkenning credentials issued and active

What You Can Do Once eHerkenning Is Active

With eHerkenning credentials, authorized users can log into the Dutch Tax Administration portal to file income tax returns, VAT declarations, and payroll tax information. The KVK portal itself—which displays your business data and allows updates to director names, addresses, and official activities—also requires eHerkenning for online changes. A director who has the KVK number but not yet eHerkenning cannot make official updates online and must request KVK staff to process changes offline, adding delays and coordination overhead.

Not every employee or shareholder needs eHerkenning. Typically, the founder or primary director is the main user. If the company employs an external accountant with professional licensing (such as an NBA-registered accountant), that accountant can use their own professional credentials to file on the company's behalf. Alternatively, the company can grant the accountant a limited power of attorney, and they can request delegated access. Intercompany Solutions handles the director's eHerkenning request but does not set up credentials for every third-party provider; each typically authenticates separately or uses a delegated authority arrangement with the company.

Registration Address Considerations and Virtual Office Issues

Your company's registered address on the KVK register can affect eHerkenning setup if the address is incomplete, incorrect, or flagged as non-genuine by the identity provider. If you have questions about whether a virtual office address or other registered address will affect eHerkenning setup, or if registration problems emerge, read about common virtual office mistakes that can delay eHerkenning and KVK updates. Ensuring your registered address is correct and complete at the time of KVK registration prevents complications later when you request eHerkenning.

If you are managing the VAT setup alongside your new company registration and eHerkenning, note that the VAT process has its own timeline and requirements. See our VAT setup checklist, which clarifies who requests what and when each step occurs. Coordinating these three processes—KVK registration, eHerkenning setup, and VAT registration—ensures all are completed on schedule.

Common Mistake: Assuming eHerkenning Comes Automatically

Many founders expect instant digital access after receiving the KVK number and discover this is not automatic. Some assume the KVK registration fee includes eHerkenning; it does not—the fee covers the business directory entry only. Others believe a virtual office or Dutch address automatically enables eHerkenning; it does not. The address confirms your registered office; eHerkenning confirms your identity and authority. They are separate systems with separate timelines and separate authorization processes.

Intercompany Solutions clarifies this confusion by treating KVK registration and eHerkenning setup as distinct milestones, each with its own requirements and timeline. Planning for this two-stage process prevents disappointment and keeps your post-registration workflow on track. For non-resident directors coordinating multiple administrative tasks after incorporation, delegating eHerkenning setup to Intercompany Solutions removes one more task from an already complex transition.