Guideline for Accountable users

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1. How to create and set up your Accountable account

To create an account:

• Go to www.accountable.eu and click on "Get started for free"

• Enter your mail-address and click on continue

• Enter your name

• Enter your family name and click on continue

• Select "yes" if you are self-employed and "No" if you are not. If you don't know, click on "I don't know".

• Select if you have been self-employed less than a year of for over a year. Select "I don't know", if you don't remember.

• Do you have a sole proprietorship, company or are you a student self-employed?

• Select "non of the businesses below is mine, enter vat-number manually".

• Enter your VAT-number and select continue

• Are you "principal/complementary" self-employed?

• Select whether you are fully self-employed or if this is your secondary activity.

• Select how many days per week you work as self-employed.

• Are you subject to VAT? If not, select if you requested a VAT franchise or full exemption. ( For more information about the franchisee status, read the article ‘Everything You Need to Know About the VAT Franchisee Status’)

• Select your profession, or skip this question.

• Use your promo code if you have one. On the right-hand side, you’ll sometimes also find a free promo code provided by Accountable.

  

• Choose a password for your Accountable account. Do not share this password with anyone.
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Get Your Accountable Settings Ready

After setting your password and clicking “Continue”, you will be redirected to the Accountable home screen. To configure your settings correctly, follow these steps:

• Click on “Account → Settings” in the bottom-left corner of the screen
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• Click on Personal Details and enter all your personal, company, and bank information. Most fields will be filled in automatically based on your answers when creating your account. Please review everything and make sure your address and VAT number are also entered correctly.
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• By scrolling down, you’ll see the option “E-mail Alias.” You can add up to three email addresses from which you can send invoices to revenues@accountable.eu or expenses@accountable.eu.
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  Invoices sent from these email aliases to those addresses will be imported directly into your Accountable account.
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• Under Login Methods, you can enable 2FA or add other login options.
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• Under the “Taxes” tab, you can edit your tax settings. Choose the method for profit estimation. Accountable recommends selecting “Extrapolation”, especially if your account has been active for some time and invoices have already been uploaded to your account.
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  Choose your VAT type and decide whether you want to make income tax prepayments. You can read more about income tax prepayments in this article.

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• The Invoice Reminders tab is a simple tool to automate and streamline sending reminders for unpaid invoices to your clients. Customize it with the text and variables you prefer. Once set up, you can use it directly from the Revenue screen.
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• Under the Peppol Invoicing tab, you can register for Peppol for free with Accountable. Starting in 2026, all B2B invoices will be required to be sent through Peppol. You can read more about how to register for Peppol here.
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• Under the Data Access tab, you can grant access to people such as your accountant or tax coach. Click on Give Access to Someone and enter their email address. They will then receive an email with instructions to add you as their client.
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  Article: How can I give my accountant access to my documents?

• Under the Cars tab, you can add your vehicles. Make sure to select the correct VAT deductibility for each car. The chosen percentage will then be automatically applied to all future invoices related to that vehicle.

  
  
  

• Under the Bank Settings tab, you can connect your current bank account to your Accountable account. Once connected, all received payments and paid invoices will automatically be marked as paid. You’ll also see all your transactions on the Banking page.
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2. How to manage your expenses 💸

As your own accountant, you have the ability to manage and validate your expenses. Here’s how to do it step by step:

2.1. Uploading expenses 📤

To upload expenses:

• Click on Upload expenses.

• Then, click on Select a file and choose one or more expenses to upload.

2.2. Creating manual expenses or credit notes 📝

If you need to create an expense manually or a credit note:

• Click on the three dots (options menu) to create an expense or credit note manually.

2.3. Viewing the expense dashboard 📊

For a complete overview of your expenses:

• Click on the chart icon to access the dashboard.

• This will give you a full overview of all expenses categorized by suppliers and categories.

2.4. Viewing deductible costs and quarterly overview 💼

On the left side of the page:

• You’ll find an overview of deductible costs for the current year.

• Next to it, you will see the amount related to the current quarter.

2.5. Filtering expenses 🔍

To filter expenses by different criteria:

• Click on the filter icon to select from various filter options, helping you sort expenses based on your needs.

2.6. How to link a payment to your expense?

You can link a payment in two ways:

• From the bank screen: Find the transaction and link it directly to the matching expense.

• From the expense itself: After adding the expense, scroll down and click on "How was this expense paid?" Then select the matching transaction with the same amount.

3. How to manage your revenue 💰

3.1. Create revenue invoice 🧾

-> To create revenue invoices, follow these steps:

• Click on “Create invoice”.

• From there, you can add a client.
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• Either choose an existing client or create a new one.

-> When adding an item to the revenue invoice, you need to:

• Add a name to the item.

• Optionally, add a description.

• Select the right category and add the price.

Categories:

1. Sale of goods

2. Sale of services

3. Income from real estate rental

4. Income from donations

5. Copyright revenue

• There is also an option to select from the price list, where you have everything set up, including the name, category, and price.

-> After the invoice is done, you have various options:

• Save the invoice and send it to the client.

• Save it and quit, etc.
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-> Save & prepare to send

• Once the invoice is ready you can click on save & prepare to send

• In order to send the invoice through Peppol, you need to click on "Send invoice via Peppol" to activate it.

• The same applies if you want to send the invoice via email. However, you need to ensure that the client’s email is entered.

-> Save & quit

• In case you just want to save the invoice but not send it yet, you can simply click on Save & quit.

-> Status: not sent!

• If the revenue invoice is marked as not sent, it means it is a draft invoice and won't be considered in your client’s revenue.

• If the invoice was sent via external email, you can simply mark it as sent by clicking on the tick icon ✅.

• Alternatively, you can click on the email emoji 📧 to send it directly to the client.

-> The revenue invoice can also be linked to the payment afterward.

• To do this, you need to click on the revenue invoice.

-> You also have the option for “Quote” where you can create quotes before generating an invoice and send it to your client.

• Once the quote is accepted, you can click on “Make it an invoice” to automatically create an invoice from it.

-> As on expenses page, once you click on the three dots in the income page, you have the option to:

• Import invoice

• Create credit note

• Import credit note

• Add a non-invoice revenue (ticket)

• Create a quote

• Schedule a recurring invoice
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→ Adding a non-invoice revenue:

• You can use this feature if you make over-the-counter sales without invoices. Examples include a doctor or physiotherapist recording revenue, or a small shop owner recording a sale. For this type of sale, the name and address of your client’s client are not required. This feature applies to revenue under 250 euros, except when it’s for a daily receipt book.

• You can also use this feature to add entries from your client's daily receipt book.

• Other income such as subsidies (taxable/non-taxable), insurance payouts, indemnities & aid, or donations can also be added as non-invoice revenue. See the categories below:

  
  
  
  

  
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3.2. Viewing the revenue dashboard 📈

For a complete overview of your revenue:

• Click on the chart icon in the top right corner on the revenue screen to access the dashboard.
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3.3. Viewing total revenue and quarterly overview 📆

On the left side of the page, you will see:

• An overview of total revenue excluding VAT for the current year.

• Next to it, you will see the amount related to the current quarter.

3.4. Filtering revenue 🔎

To filter revenue by different criteria:

• Click on the filter icon to choose from various filter options, helping you sort revenue based on your needs.

3.5. Managing and editing clients 👤

To manage and edit clients:

• Go to “Clients”.

• You can either search for existing clients or click on “Add a new client” to add a new one.

-> When adding a client, there are 3 types of clients that need to be added correctly:

• Business or Organisation: For every company, self-employed person, or organisation.

• Private individuals or organisations without a VAT number.

• Diplomat or diplomatic organisation.

3.6. Managing the price list 💼

To manage the price list:

• Go to “Price list”........

• From there, you can access the existing price lists, edit them, or add a new price list.

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4. Overview of the taxes page 🧾

The Taxes page gives you a full overview of all tax obligations for the selected year.

4.1. Navigating between years 📅

• At the top of the page, you can select the year you want to view.

• Once a quarter is closed and submitted, it may no longer be visible by default.

• To view all previous quarters, click on “Show all 20xx” in the top-right corner.

• This will make all past quarters visible again.

4.2. Deadlines 🕒

Each tax obligation displays a due date to show when the deadline closes.

4.3. Submitting your VAT return 💻

There are two ways to submit your VAT return:

1. Submit to SPF Finances in one click

2. Submit manually via Intervat”

4.4. Managing social contributions 👛

• You can manage social contributions directly from this page.

• When the quarterly amount needs to be adjusted, you can update it here.

Read the article ‘How are social security contributions calculated and how to encode it?’ for more information about social contributions.

4.5. Managing income tax prepayments 💳

On the taxes page you will find the estimation the system made for your income tax prepayment. If the estimated amount isn’t accurate, you can adjust it by following these steps:

1. Click on review.

   

2. First try to improve the estimation by clicking on "improve the estimate".
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3. If the estimated amount is still not accurate, you can adjust it by clicking on "mark as paid".
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4. Now you can enter the true amount you paid for your income tax prepayment.
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5. Later on you can still change this by clicking on "change".
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4.6. Managing client listing ⚙️

• You can find your client listing (if you are required to submit one) in the taxes screen of the relevant year.

4.7. Managing intracom listing ⚙️

• You can find your intercom listing ( If you are required to submit one) in the taxes screen of the relevant quarter.

4.8. Managing special VAT return ⚙️

• For franchisee or VAT-exempt users, you can find your special VAT return in the taxes screen of the relevant quarter. If you don't know what a special VAT return is, we suggest you to read through following article.

4.9 Submit and pay my yearly income tax

As a Belgian citizen (natural person), you must file an annual tax return to declare and pay taxes on your income (personal and . There is only one tax return (part 1 and part 2) covering all income sources (employment, self-employment, real estate, investments and all deductions, such as business expenses, health insurance, or donations).
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Taxes are declared on the previous year’s income: for example, your 2024 income must be declared in October 2025, with payment due between October 2025 and April 2026.
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The declaration can be completed online via Tax-on-web until 16 October 2025.

Your tax return has two parts:

• Part 1: Personal income (employment, real estate, etc.) and deductible expenses (e.g. donations). Employment income is usually pre-filled.

• Part 2: Income and expenses related to self-employed activities.

4.10. Accessing tax settings ⚙️

• Click the settings icon to open the tax settings page.

  

• From here, you can adjust:

  • Profit estimation

  • The number you want to see on the tax list

  • The year from which to start calculating taxes

  • Your VAT type

  • Tax prepayment settings

4.11. Profit estimation impact 📊

Choosing your profit estimate is important, as there are different ways of choosing the profit estimation.

• Each choice will have a different impact on your social contribution and tax prepayments in Accountable, either higher or lower depending on the option selected.

• This also impacts the tax banner on the taxes page, showing the tax profit for the current year and the full-year income tax based on your profit input.

• The same applies to the bank screen banner, which also impacts the cash availability.

4.12. Profit & Loss overview 📊

• Click the chart icon to view a summary of your yearly profit and loss.

5. Overview of the Bank page 🏦

• On this page, you can view all bank transactions linked to your account.

• Each transaction can be:

  • Linked to an existing revenue or expense invoice.

  • Categorized manually under a suitable category (e.g., VAT payment, VAT return, etc.).

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6. Managing the Amortisation table 🧮

• From here, you can access your amortisation table.

  

• By clicking on an asset, you can mark it as:

  • Broken or lost

  • Sold

• Via the three dots, you can:

  • View the linked expense

  • Delete the asset if needed

7. Exporting documents 📁

You'll probably want to access your data outside the app: sharing with your trusted accountant, running some personal analyses on Google Sheets, use-cases are legion. So, we built the export function to make it work for you.

• Click on “More” → “Export your data” to download your data. You can choose from different export options and select a specific period.

• To export documents based on quarterly linkage, this must be done via the VAT return page.

8.How to download and understand the Profit & Loss (P&L) report

The Profit & Loss (P&L) report is a handy tool, especially when processing your income tax declarations. It provides a clear overview of your financial performance over a specific period, detailing income, expenses, and profit.

• To download the P&L, simply click on “More” → “Export your data” to download your P&L. Don’t forget to add the needed period before exporting!

• The Excel file provides a detailed breakdown of the financial data, making it easier to analyse and prepare the necessary documentation for tax filings.

9. How to use the AI Tax Advisor and contact our tax coaches

With Accountable, you get instant support right inside your app, 24/7, with answers tailored to your bookkeeping data. Two tools to help you:

• The AI Tax Advisor, available directly on your home screen

• A tax coach (a member of our team), available depending on your plan

✨ AI Tax Advisor

The AI Tax Advisor is one of the fastest ways to get an answer to your tax, accounting, or app-related questions. You can ask anything and even upload photos or documents.
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📍 Where to find it?

• On the app: go to the Home tab, the AI Tax Advisor sits directly in the right-hand panel.

• On web: go to the Home tab > AI Tax Advisor.

The AI Tax Advisor can (with your permission) read the info already in your app, your expenses, revenues, and tax deadlines, so it can tailor the answer to you.

​👉 It always asks before accessing anything, and you control what's shared each time. You can keep it on "Ask each time" if you prefer.

🚀 When you open the AI Tax Advisor, you'll see suggested prompts to get you started. You're not limited to them, feel free to ask any tax, accounting, or app-related question.
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✍️ A few tips to write great questions:

• 🎯 Be specific: add a goal + period (e.g. "this quarter", "for 2025").

• 📝 Add context: your activity, your status (self-employed / new self-employed / student / one-person company).

• 1️⃣ Ask one thing at a time when possible.

• ✅ Use action words: "list the steps", "give a checklist", "estimate".

🙋 Getting access to a tax coach

Access to our tax coaches depends on your plan. Three scenarios:

1/ ✅ Direct access to a tax coach

Tax coach.

This applies if you:

• Have a Max subscription (Pro Max and Grow Max included)

• Use our Accountable Banking pro account

• Are an accountant

2/ 💬 Access to a tax coach through the AI Tax Advisor

You can ask to talk to a tax coach directly inside the AI Tax Advisor chat, it'll redirect you to a member of the team in the same window, without losing the context of your conversation.

This applies if you're on one of these plans:

• Taxes

• Bookkeeping (only if you're a franchisee or VAT-exempt)

• Previous plans Basic, Pro and Grow

3/ ✉️ No direct access to a tax coach

For these plans, direct contact with a tax coach isn't included, but you can always reach us by email if you need help.

This applies if you're on one of these plans:

• Free Invoicing

• Invoicing Plus

• Bookkeeping (if you're subject to VAT)

💡 Want to upgrade? You can change your plan at any time from your settings to unlock access to tax coaches.

Once your tax coach replies, you'll find the message under the Messages tab. Replies can take a bit longer to arrive: these are real team members, not AI. 😊

📋 Summary

✨ Good to know: the AI Tax Advisor stays available on all paid plans. Free Invoicing users don't have access to the AI Tax Advisor, but can reach us by email for any question.

Author - Valesca Wilms

As content marketing lead at Accountable Belgium, Valesca writes about freelancing, self-employment, and taxes based on her own experience as a freelancer.

Who is Valesca ?