Are you self-employed in Belgium? Then you’ve probably asked yourself how long you need to keep your invoices. It’s a question our tax coaches hear often. The retention period for invoices is an essential part of managing your business, but the rules aren’t always clear. Let’s take a look together.
How long do you need to keep invoices when you’re self-employed?
In Belgium, you need to keep your invoices and accounting documents for 10 years. Until a few years ago, the retention period was 7 years, but this has changed.
In concrete terms, this means that invoices issued in January 2025 must be kept until December 31, 2035, and you can put them through the shredder as of 1 January 2036.
⚠️ Note that there are a few exceptions to this rule:
- Investments: Invoices for purchases that you depreciate over several years must be kept for up to 7 years after the last depreciation. For example, you purchased a new mobile phone in 2023, and the last depreciation was in 2025. You therefore need to keep this invoice until 31 December 2032.
- Real estate: According to the Belgian VAT Code, documents relating to buildings or land must be kept for 15 years. Since real estate is often depreciated over a long period of time, you’ll need to keep these documents in your records.
Failure to comply with these time periods may result in fines.
Why do I have to keep invoices for 10 years?
You may be wondering why the retention period for invoices is so long. Here are the main reasons:
- Tax audits: The tax authorities can go back 3 or even 7 years in their audits. If documents are missing, you risk a fine.
- Burden of proof: Invoices prove your income and expenses in your tax return and VAT return.
- Financial monitoring: Thorough and correct administrative management gives an accurate overview of your financial situation.
- Legal protection: Invoices serve as proof in the event of a dispute with your clients or suppliers.
Digital or paper: in what format should you keep your invoices?
You can keep your invoices in digital or paper format. As a general rule, you should keep administrative documents in the format in which you received them.
The tax authorities accept digital copies provided they are legible and complete.
Benefits of keeping invoices in digital format:
- Saves space: no need for overflowing filing cabinets
- Easier to search: find what you’re looking for in seconds
- Better protected: less risk of loss in the event of fire or water damage
- More accessible: easy and instant access to your admin
- Better for the planet: less paper waste
💡 E-invoicing will become mandatory as of 2026. Download Accountable to comply with e-invoicing guidelines, store all your invoices digitally, and have instant access to all your admin at any time.
What to do in the event of a tax audit
Imagine you find out you’re being audited by the tax authorities and need to show your invoices from a few years ago. What do you do?
If you’ve kept everything carefully, there’s no reason to panic. With Accountable, you can find and export all the necessary documents in just a few clicks. The perfect way to stay calm in case of an audit.
💡Many freelancers make errors when preparing their invoices. And this can cause problems in the event of an audit. Invoicing software like Accountable helps you avoid these kinds of mistakes.
Conclusion
If you’re self-employed in Belgium, you’re required by law to keep your invoices for 10 years. Establishing a good system and using digital tools like Accountable can make this obligation a piece of cake!
Are you tired of stressing about keeping track of your invoices and other administrative obligations? Try Accountable for free and discover how easy accounting can be.
