The most important information right away: Each incoming payment to your account must be encoded individually on the day the payment is received.
Now there are two ways depending on if you write your invoices within Accountable or not.
⚠️ DISCLAIMER:
Loans are not installment payments and must therefore be encoded directly as an expense in full.
The method below only applies to installments/partial payments for services. Goods must always be recorded directly in full, if the goods and an invoice have been provided.
If you write your invoices externally please continue with Option 2.
Go to "revenues" -> "create invoice"
Choose your client and add all your services + products.
In the footer of the invoice you can find a "notes & comments" section. Please mention all payments including date + amount in this section.
Once your invoice is finished you can send it to your client.
Important: Please mark this invoice NEVER as paid.
Once you have received the first payment or the down payment, you can record this revenue quite easy.
Continue with OPTION A if you have your bank account connected or with OPTION B if not.
⚠️ This applies only for German revenue.
In case you agree on down payments for foreign revenue, please skip Option A + B and continue with Option C.
OPTION A) Record the revenue from your bank transactions
--> Click on "more options" on the right side of the transaction.
--> Choose "professional income"
--> Choose "record revenue"
--> Fill out the item description and choose the correct category based on what you sold (product/service..)
OPTION B) Record the revenue manually (no bank account connected)
Choose "Add another revenue"
--> Fill out the item description, the amount of the payment and choose the correct category based on what you sold (product/service..)
OPTION C) Record your payments received from foreign customers according to German bookkeeping standards
In this case you are obliged to record all payments individually as an official invoice. This means you cannot use the ticket option as it is only valid for German revenue.
Step 1: Download the original invoice you created in Accountable
Step 2: Click on the revenue screen on "Import invoice" and upload the original invoice.
Step 3: If the original invoice was named "XXXX-XX" Name the first payment "XXXX-XX-1", the second "XXXX-XX-2" etc. And make sure the amount is adapted to the first payment as well as the date.
Continue with this step for all payments you received.
⚠️ This applies only for German revenue.
In case you agree on down payments for foreign revenue, please skip Option A and continue with Option B.
OPTION A:
Choose "add another revenue"
Upload your existing invoice right here ↓
Fill out the following details for the down payment:
Set the "issued date" to the date of the down payment/first payment.
mention in the description the original invoice number
choose the correct category based on what you sold
add the amount of the down payment/first payment
Fill out the following details for the final payment:
Set the "issued date" to the date of the final payment/next/last payment.
mention in the description the original invoice number
choose the correct category based on what you sold
add the amount of the final payment/next/last payment
OPTION B - for foreign revenue:
In this case you are obliged to record all payments individually as an official invoice. This means you cannot use the ticket option as it is only valid for German revenue.
Step 1: Click on the revenue screen on "Import invoice" and upload the original invoice you created.
Step 2: If the original invoice was named "XXXX-XX" Name the first payment invoice "XXXX-XX-1", the second "XXXX-XX-2" etc. And make sure the amount is adapted to the first payment as well as the date.
Continue with this step for all payments you received.
This means if your invoice was paid in 3 separate transactions on 3 separate days, you need to upload the original invoice 3 times and change the amounts accordingly to the bank transaction amounts you received.
If you have any questions about this, please reach out via chat.
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!
Useful
As a self-employed individual with a sole proprietorship, your income is taxed under the personal in...
Read moreStarting from 2026, all self-employed individuals will need to send their invoices electronically in...
Read moreThe VAT reverse charge is a complicated word for a simple concept. It helps you purchase and sell sm...
Read moreThey always answer right away to any question I have, they provide clear answers, and they are very patient even when I struggle to understand. They try to explain in different ways. They are very helpful, responsive and friendly.
Chiara Marradi
01/05/2026
Everything was great! All my questions were answered quickly and in a friendly manner.
Wenzeslawa Wegener
04/05/2026
In the world where everyone seems to be out to get small entrepreneurs and overwhelm them with new rules, more taxes and reporting obligations, Accountable often feels like the one steady partner that actually wants you to succeed, providing quick, clear and personalised support. Thank you!
Janina Arsenjeva
10/04/2026
This is an amazing application with great support on issues. In short as in day I am addicted to it (in a positive way). I myself is from IT project management and the way they have captured the user requirement, it’s phenomenal.
Sumit Tewary
01/12/2024
UI is great. Feature packed and very easy to use. The team at Accountable were VERY quick to respond and their team of technicians soon had a fix in place. Very happy with the level of service so far. Thumbs up from me!
Dean Osborne
14/06/2023
This program is a lifesaver, and it is always improving. Plus, it has an AI chat feature that is actually useful.
Jeffrey Humble
14/01/2026
The coaching session on tax management was excellent, good material, excellent explanations and very insightful. Combined with the AI I never feel alone with Accountable.
Sergio Barbarino
23/04/2026
The availability of your team to help and guide people to understand their finances better is what really makes Accountable valuable. While the AI is able to give answers to most basic questions, specific scenarios need counsel from a human which your team performs beautifully.
Sofiya Bogdan Neves
18/04/2026
Fast and careful answers from Alina. Top service. Thank you.
Anonymous
15/04/2023
They always answer for questions wherever is via direct e-mail or through app. If they can’t answer fully they will forward you to the right place. Documents were always prepared well and ready to send further to government. Everything is intuitive in the app and easy to sort out even for someone completely green in this field.
Anonymous
22/03/2026
