As an expert accountant, you have the ability to manage and validate your client’s expenses. Here’s how to do it step by step:
To upload expenses on your client’s behalf:
Click on Upload expenses.
Then, click on Select a file and choose one or more expenses to upload.
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.
For a complete overview of your client’s 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.
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.
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.
Accountable automatically sets deductible percentages for each category.
However, if you'd like to customize these percentages, you can easily adjust them by scrolling down a bit and filling in the percentage you would like.
⚠️ When you enter a custom deductible percentage, it won't be automatically set up for the category. You’ll need to add the custom percentage every time you create a new expense. |
After reviewing the expenses your client has entered:
⚠️ Once validated, your client will no longer be able to change the expenses.
This is how the invoice looks on your client's account after it is validated.
The lock icon appears on both the expert platform and the client’s interface.
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.
→ To create revenue invoices on your client’s behalf, follow these steps:
Click on “Create invoice”.
From there, you can add a client.
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.
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.
→ 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 with expenses, once you click on the three dots, 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
→ 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.
For the necessary steps on how to add this, you can follow the instructions provided in this link.
For a complete overview of your client’s revenue:
Click on the chart icon to access the dashboard.
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.
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.
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.
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.
On this page, you can view all bank transactions linked to your client’s 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.).
Author - Léonel Loens
Léonel is Account Manager for Accountable for Accountants. He talks to accounting firms every day and helped build the product he now supports.
Who is Léonel ?Thank you for your feedback!
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