Accountable Free Plan: What you can do in the mobile app

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The Accountable Free plan gives you access to essential tools to manage your business finances directly from the mobile app. While some advanced features are reserved for paid plans, the Free plan allows you to track income, send invoices, and keep an overview of your bookkeeping.

Below is a detailed guide organised by feature areas: Banking, Revenues, Expenses and Taxes ⏬

💳 Banking

✅ What you can do

1. Connect your bank account

Connecting your business bank account allows you to:

• Automatically sync all your transactions

• Classify each transaction so your bookkeeping stays up to date

How can you connect your bank account ⏬

You can connect your bank account in two ways:

From the Bank screen

1. Go to the blue “Bank Account” screen

2. Select your bank under “Select a bank”. Use the search field if needed.

From the Settings

1. Open Settings

2. Go to Bank settings

3. Click “Add new bank account”

2. Classify transactions

With the Free plan you can:

• Encode and classify unlimited income transactions

• Encode up to 5 expenses per month (these will be included in your profit calculation)

Tip: Plan carefully which expenses you want to encode. The Free plan limits bookkeeping to 5 expenses per month.

Classify an income ⏬ Select the transaction Link it to an existing invoice or create a new invoice

Classify an expense ⏬ Select the transaction Link it to an existing expense or create a new on

3. Open your free Accountable bank account

With Accountable Banking, you can open a business bank account directly in the app.

Accountable Banking allows you to:

• Open a free business account with a Belgian IBAN

• Make and receive payments without leaving the app

• Automatically set aside money for VAT, taxes and other expenses using Spaces

• Add your virtual debit card to Apple Pay or Google Pay

• Manage both banking and bookkeeping in one place

Most banking features are 100% free, regardless of your Accountable plan. However, some operations may include fees charged by our banking partner Swan, for example:

• ATM withdrawals within SEPA: approximately €1

• International transfers or non-EUR currencies: fees depend on the amount and destination

• Physical debit card: €7.50 (included for free in the MAX plan)

How to open an Accountable bank account

You can start the process in two ways:

Click on the Accountable Banking banner displayed in your account and follow the steps

Go to your settings, click on bank settings, then on "Open your Accountable business account".

❌ What’s not available on the Free plan

The following banking features are not included in the Free plan:

• The Cash Available feature, which shows how much money you can safely spend after setting aside taxes

• Unlimited expense transactions beyond the 5 per month limit

• Connecting more than one bank account

🧾 Revenues

✅ What you can do

1. Create unlimited invoices

   With the Free plan, you can create an unlimited number of invoices.

   To create an invoice:

   1. Click on the “+” button on your screen

   2. Select Create invoice

   3. Choose an existing client or create a new one

   4. Add an item from your catalogue or create a new item

   5. Preview the invoice

   6. Save it or send it directly

   

2. Send an invoice by email or via Peppol
​
Using Peppol is free with Accountable. You can register, send and receive invoice without any limitation.

When sending an invoice, you can choose to send it:

• By email

• Via Peppol

• Or both

Accountable automatically checks:

• Whether you are registered on Peppol

• Whether your client is registered on Peppol

3. Edit the email message

When sending an invoice by email, you can:

• Edit the message

• Attach additional documents

• Save the message as a template for future invoices

4. Use shortcuts to send or delete invoices

You can manage invoices quickly using swipe actions:

• Swipe left on an invoice to delete it

• Swipe right on an invoice to send it (only available if the invoice has not been sent yet) or send a payment reminder if the invoice was sent but not paid.

5. Create installment invoices

Installment invoices allow you to divide a project into multiple invoices, making it easier for clients to pay large projects in stages while keeping your accounting organised.

Here's how you should do it ⏬

1. Create a new invoice and activate the Installments option. Choose whether the installment should be calculated in percentage (%) or amount (€), and define the value of the first invoice.	2. Open the first invoice of the project and click Create next invoice. You can create: Another partial invoice The final invoice
Repeat the process until the last installment is created.

6. Add non invoice revenue and get paid by QR code

With Accountable, you can generate a payment QR code directly from the Revenue screen to receive instant payments.

To do this:

1. Tap Add non-invoice revenue

2. Enter the amount and details

3. Select the bank account where you want to receive the payment

Accountable will automatically generate a QR code containing the payment information.

Your client can scan the QR code using their banking app to pay immediately. Once the payment is received, Accountable marks it as “Payment received”, allowing you to save and register the revenue in seconds.

This is a fast and simple way to get paid quickly while keeping your accounting up to date.

7. Issue a credit note

You can create a credit note in two ways:

Create a credit note from scratch Click on the “+” button Select Credit note Add the client and the items you want to cancel

Create a credit note from an existing invoice Open the invoice Click Edit Select the Credit note option

All these actions are available from the Revenue screen.

❌ What’s not available

Invoice customisation is limited in the Free plan.

You cannot:

• Change the invoice language

• Modify fonts or colours

• Add custom terms and conditions

• Create quotes

• Create recurring invoices

These features are available in paid plans.

🧾 Expenses

✅ What you can do

1. Import an invoice and review it

To import an expense:

1. Go to the Expenses screen

2. Click on the “+” button in the bottom-right corner

You will see several options:

• Scan (take a picture)

• Import a picture

• Import a document

Once uploaded, Accountable automatically analyses the document and pre-fills the expense details.

All you need to do is:

• Verify that the information is correct

• Link the payment if it exists

2. Add a recurring expense

The Recurring Expenses feature is useful for automatically recording regular payments, such as:

• Rent

• Insurance

• Phone bills

• Subscriptions

When creating the first expense:

1. Click on the double arrow icon

2. Choose the frequency

3. Set the start and end date

4. Choose whether to copy the same attachment

You will recognize recurring expenses by the recurring icon:

• Next to the expense date in the details screen

• In the main Expenses screen

3. Encode an expense in another currency

If you purchase goods or services from international suppliers, the invoice may be issued in another currency.

Accountable usually detects the currency automatically, but you can change it manually if needed.

How to change the currency ⏬

1. Click on the three dots in the top-right corner

2. Select Change currency

3. Choose the correct currency

You will also see the exchange rate applied.

4. Export the XML file of a Peppol invoice

With Peppol, attaching a PDF file is not mandatory. The XML file already contains all the official invoice data.

Some providers automatically include a PDF version, but others only send the XML file.

If you did not receive a PDF, you can request it from the sender. However, the XML file is legally sufficient.

You can download the XML file directly from the expense screen.

❌ What’s not available

The Free plan allows you to encode up to 5 expenses per month.

You can receive unlimited invoices through Peppol, but only 5 expenses per month can be reviewed and included in your bookkeeping.

This limit also applies to:

• Imported invoices

• Scanned receipts

To remove this limit, you need the Bookkeeping plan.

📊 Taxes

✅ What you can do

You can view:

1. Your tax calendar (per year and quarter), your profit before taxes, an overview of VAT you owe

This information helps you estimate how much money you should set aside for tax payments.

To improve the accuracy of these estimations, make sure your settings are correctly configured.

1. Click the Settings icon in the top-right corner

2. Complete the information requested in the settings menu

2. Social contributions

You can also configure your social contributions to improve the accuracy of your tax estimates.

To do this:

1. Click on a quarter in the tax overview

2. Select Social contributions

3. Answer the questions provided

❌ Not available in Free

The Free plan does not include:

• Tax optimisation tips

• Filing of tax declarations

  • Income tax return

  • VAT returns

  • Client listing

  • Intracom listing

📤 Additional features

✅ What you can do

You can find additional features in the menu (three bars in the top-left corner of the app).

1. Export your data

   You can export:

   • The original documents

   • An Excel file

   Additional export formats are available in paid plans.

   

2. Share access with your accountant

You can give your accountant access directly from the app.

This access is completely free for your accountant as well.

3. Main settings

From the settings menu you can configure:

• Car settings

• Personal settings

• Bank settings

• Access and permissions

• Language preferences

❌ Not available in Free

1. Advanced downloadable reports

2. Direct access to tax coaches

📱 Mobile App Only

The Free plan is mobile‑only. Web/desktop access is included in paid plans.

🚀 Want More Features?

If your business grows and you need:

• Unlimited expense encoding

• Quotes

• Full tax filing automation

• Better invoice customization

• and many other features

Check out all plans here. Don't know what plans to choose ? Have a look at our article.

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 ?