When you hire employees with a work contract to help you run your business, the cost is deductible.
Besides the work contract, you will receive many documents related to the employee from the social counter: payslips, ONSS, Précompte, Admin fees.
⚠️ Only the accounting entries and admin fees can be encoded in the app as a deductible cost.
You only need to encode the accounting entries document (“écritures comptables”) + Administrative fees invoice that you can request to the Social secretariat that issues payslips.
🚨 You have to encode the amounts in the debit column only for the general account (=compte général in the doc) that starts with 6: |
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💡In the category Compensation > Employees or manual workers compensation : |
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🚨You need to take the amounts in the credit column only for the general account that starts with 6 or 7 and create a credit note : |
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💡Also, select the category Compensation > Employees or manual workers compensation for the credit note: |
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❌ Eco-voucher may appear in accounting entries under an account starting with 6**, but they can not be included in the encoding. |
→ Encode the invoice in the expense in the category Legal & other fees > other fee:
💡Double-check the VAT amount on the invoice to ensure that it corresponds to the VAT amount in the expenses incurred. |
The category Other personnel related expenditures is for expenses bought for employees as part of their work, such as beverages, coffee, tea etc. So for the administrative fees invoices, it’s more accurate to use Legal & other fees > other fees. |
❌ Never encode in the expense tab: ONSS & Précompte invoices !!! ❌ |
Example of ONSS invoice:  |
Example of Précompte invoice:  |
❌ Freelancers and companies you hire are not employees. Their invoices must be encoded in the "Subcontracting" category ❌
If you receive a file called “Compte d’entreprise”, this is not to be encoded in Accountable. This is the recap of the year.
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 ?Thank you for your feedback!
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