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UPDATED FEB 17, 2026Welcome to Toku’s payroll services in the Netherlands. To begin processing payroll smoothly and in compliance with Dutch regulations, we’ll need you to provide the following documentation.
Please gather the items below to get started.
Payroll Documentation
These documents are required to set up and run payroll:
- Dutch KvK (Chamber of Commerce) company extract, including company activities or activity codes
- Employment contract for each employee
- Employee identification (copy of passport/ID card). If applicable, include a valid work permit
- Completed model form tax statement (form provided by us)
- Employee’s private email address (for payslip portal access, if requested)
- Power of Attorney (POA) for payroll (form provided by us, required for wage tax submission once your company is registered as a withholding agent)
WWFT Compliance Documentation
To comply with the Dutch Anti-Money Laundering and Anti-Terrorist Financing Act (WWFT), we require:
- Legalized copy of the company’s articles of incorporation
- Trade registration document
- Company structure chart, showing ultimate beneficial owners (UBOs). This must be dated and signed by an authorized officer, certifying accuracy
- Copies of passports of the managing director and all UBOs
- Proof of residential address for the managing director and all UBOs (e.g., recent utility bill or bank statement, not older than 3 months)
- Email addresses of the managing director and all UBOs (needed for secure identity verification checks)
Next Steps
- Once you have all documents ready, let us know via email:
- Payroll: [email protected]
- Support: [email protected]
✅ Tip: Collecting these documents early will help us activate your payroll quickly and without delays.
Onboarding Timeline (2 - 4 Weeks)
The average onboarding process takes between 2 and 4 weeks, depending on how quickly documents are provided and compliance checks are completed.
Week 1
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Pricing and Order Forms are sent for signature
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Client gathers and submits payroll + WWFT documentation to Toku Week 2
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Toku verifies documents and completes compliance review
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Power of Attorney (POA) signed and processed
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Company registered as a payroll withholding agent Week 3
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Payroll system configured with employee and company data
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Employee tax statements validated
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Employee Onboards to Toku to provide banking details and other personal information. Week 4
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Payslip portal access set up for employees in Toku
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First official payroll cycle processed (Dependent on timing)
- Payroll is always processed on the last day of the month