{"id":20218,"date":"2025-12-26T12:15:46","date_gmt":"2025-12-26T11:15:46","guid":{"rendered":"https:\/\/www.accountable.eu\/help-center\/how-to-recognize-a-valid-invoice-for-vat-deduction\/"},"modified":"2026-08-24T17:27:50","modified_gmt":"2026-08-24T15:27:50","slug":"how-to-recognize-a-valid-invoice-for-vat-deduction","status":"publish","type":"help_center","link":"https:\/\/www.accountable.eu\/en-be\/help-center\/how-to-recognize-a-valid-invoice-for-vat-deduction\/","title":{"rendered":"How to recognize a valid invoice for VAT deduction"},"content":{"rendered":"<h2 class=\"font-degular\" id=\"h_0c67480b2b\"><b>Why correct invoices matter<\/b><\/h2>\n<p class=\"no-margin font-inter\">Want to reclaim VAT? Then your invoice must be fully compliant.<br \/>If anything essential is missing, such as the supplier\u2019s VAT number, the tax authorities can refuse your deduction, even if you actually received the service.<\/p>\n<p class=\"no-margin font-inter\">The result? You must repay the VAT, often with fines and interest on top.<\/p>\n<p class=\"no-margin font-inter\">\n<h2 class=\"font-degular\" id=\"h_7795a781a7\"><b>Two essential checks for VAT deduction<\/b><\/h2>\n<p class=\"no-margin font-inter\">Planning to deduct VAT? Always verify these two conditions first. This way, you avoid mistakes and ensure you get the maximum benefit.<\/p>\n<div class=\"intercom-interblocks-callout\" style=\"background-color: #e3e7fa80; border-color: #334bfa33;\">\n<p class=\"no-margin font-inter\"><b>First check: Is the purchase truly business-related and relevant to your activity? <\/b><\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">You can only deduct VAT on expenses that are directly linked to your professional activity.<\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Used entirely for business purposes? Deduct 100% of the VAT.<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Also used privately? Deduct only the business-use percentage.<\/p>\n<\/li>\n<\/ul>\n<\/div>\n<p class=\"no-margin font-inter\"><b>How to set the professional use percentage in accountable<\/b><\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Go to Expenses in the app or web version.<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Open or create the expense for which you want to set the professional use percentage.<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Find the &#8216;Professional Use&#8217; field.<\/p>\n<div class=\"intercom-container\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/1667853069\/a138bc6b7d686d12767e5607e973\/Scherm%C2%ADafbeelding+2025-08-13+om+08_11_07.png?expires=1787637600&amp;signature=cf0aa335828fbc914eecf396491340e9459676393dd7394007ccfe6fd320515b&amp;req=dSYhEcF7noFZUPMW3nq%2Bgf9qnVSHsxW18%2FHm6waw%2BeSByjgu5iWVeoZbFiFX%0AG%2FSs8DoXrdcq68M1r%2BbWcESgYvU%3D%0A\" width=\"956\" height=\"206\" style=\"height: auto;\"><\/div>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Enter the percentage that reflects professional use (e.g., 100%, 75%, 50%).<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Accountable will automatically calculate the amount of VAT and expenses you can deduct.<\/p>\n<\/li>\n<\/ul>\n<div class=\"intercom-interblocks-callout\" style=\"background-color: #e3e7fa80; border-color: #334bfa33;\">\n<p class=\"no-margin font-inter\"><b>Second check: Is your invoice complete?<\/b><\/p>\n<p class=\"no-margin font-inter\">You can only deduct VAT if your invoice contains all the mandatory information:<\/p>\n<ol>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">The word \u201cinvoice\u201d<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Name and VAT number of the supplier<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Invoice date<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Description of the goods or services<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Amount excluding VAT, applied VAT rate, and VAT amount<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Name of your business, and your VAT number<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Invoice number<\/p>\n<\/li>\n<\/ol>\n<\/div>\n<p class=\"no-margin font-inter\"><b>Example of a correct invoice<\/b><\/p>\n<p class=\"no-margin font-inter\">\n<div class=\"intercom-container\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/1668552118\/ea31e600af17a154902670406bd0\/Invoice_EN.png?expires=1787637600&amp;signature=47267acb7dcb1d0b365bbe3697ac8a56d9267138c19f0c671e3b53b94dfcf257&amp;req=dSYhHsx7n4BeUfMW3nq%2BgeWDopon0BDORckSV6qtaTSkssBIAFpP8HAoSCBp%0ANOMG304vTMhuZi4X0JiXeUGhWMk%3D%0A\" width=\"595\" height=\"842\" style=\"height: auto;\"><\/div>\n<div class=\"intercom-interblocks-callout\" style=\"background-color: #e8e8e880; border-color: #73737633;\">\n<p class=\"no-margin font-inter\"><b>Important:<\/b> If any of these details are missing, you cannot deduct the VAT. You can still record the full amount (including VAT) as a business expense for your personal income tax.<\/p>\n<\/div>\n<p class=\"no-margin font-inter\">\n<h2 class=\"font-degular\" id=\"h_9a9da078db\"><b>What if you do not have an invoice?<\/b><\/h2>\n<p class=\"no-margin font-inter\">Sometimes you only receive a receipt or sales slip. Good to know: you can still record this as a business expense for your personal income tax, but you cannot reclaim the VAT.<\/p>\n<p class=\"no-margin font-inter\">\n<div class=\"intercom-interblocks-callout\" style=\"background-color: #e3e7fa80; border-color: #334bfa33;\">\n<p class=\"no-margin font-inter\"><b>Remember this:<\/b><\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Small expenses? No problem, just keep them and record them.<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Large expenses? Request an official invoice to get the maximum benefit from your purchase.<\/p>\n<\/li>\n<\/ul>\n<\/div>\n<p class=\"no-margin font-inter\"><b>How to indicate this in the App<\/b><\/p>\n<p class=\"no-margin font-inter\">Yes \u2192 Official invoice: we calculate your VAT deduction.<\/p>\n<p class=\"no-margin font-inter\">No \u2192 Receipt or sales slip: we record it as an expense (without VAT deduction).<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">On the web version<\/p>\n<div class=\"intercom-container\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/1667862508\/b02dcf7bf542ee56f9b18bdaabc7\/Scherm%C2%ADafbeelding+2025-08-13+om+08_10_06.png?expires=1787637600&amp;signature=74914d9085d58e9d1319207c2ba171ea9eeb305e72dda054c1334fe32b76ffdb&amp;req=dSYhEcF4n4RfUfMW3nq%2BgdmzjgImprkz7IffZmAI4HZTO41IoJ9veYIlZAnT%0A3XU2bEy9TdjfM2FW3FKD02qkvx8%3D%0A\" width=\"960\" height=\"214\" style=\"height: auto;\"><\/div>\n<p class=\"no-margin font-inter\">In the mobile app<\/p>\n<div class=\"intercom-container\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/1670498535\/f044f2467b47aee6a88fb5803b97\/Scherm%C2%ADafbeelding+2025-08-14+om+17_24_45.png?expires=1787637600&amp;signature=031908f2ed9bbdae62130900ca6f417deaef82501e2210d02748b3da7f3bcc0d&amp;req=dSYgFs13lYRcXPMW3nq%2BgcCSGOiCWtdUxV9rsthKsAa3vG1bSDu1f3tI4j1L%0ASJxAWQdCT0GUbP3n8k5l6aR1f4o%3D%0A\" width=\"842\" height=\"114\" style=\"height: auto;\"><\/div>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">\u2705 <b>Checklist: For VAT deduction<\/b><\/p>\n<ol>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">The purchase is genuinely for your business.<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">The invoice contains all mandatory information.<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">You have correctly entered the professional usage percentage.<\/p>\n<p class=\"no-margin font-inter\">\n<\/li>\n<\/ol>\n<div class=\"intercom-interblocks-callout\" style=\"background-color: #e8e8e880; border-color: #73737633;\">\n<p class=\"no-margin font-inter\"><b>Q&amp;A: Frequently asked questions about VAT deduction and taxes<\/b><\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\"><b>Can I deduct my vacation?<\/b><br \/>No, personal vacations are not deductible for VAT or income tax purposes, as they are not related to your professional activity.<\/p>\n<p class=\"no-margin font-inter\">If you are on a business trip, it is different. The deduction must be calculated proportionally: for example, if you work 7 out of 10 days during the trip, you can deduct 70% of the expenses. The same principle applies to additional costs such as accommodation, transportation, and meals.<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\"><b>Can I deduct my loan repayments?<\/b><br \/>The repayment of the loan principal (capital repayment) is not deductible for VAT and cannot be recorded as a business expense. However, interest payments may be deductible for income tax purposes, provided the loan is used for your professional activity.<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\"><b>Can I deduct VAT?<\/b><br \/>Yes, but only if the purchase is linked to your professional activity and the invoice fully meets the legal requirements. VAT is not an expense, but a tax that, if deductible, you reclaim through your VAT return. This also applies to import VAT on goods from outside the EU, provided you have the official customs document (<a href=\"https:\/\/help.accountable.eu\/en\/articles\/5763482-how-to-encode-my-expenses-outside-the-european-union\" target=\"_blank\" class=\"intercom-content-link font-inter\">read more<\/a>).<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\"><b>Can I deduct income tax?<\/b><br \/>No, you cannot deduct income tax as an expense. Taxes themselves are generally not deductible business expenses, except in specific cases, such as certain professional contributions or municipal taxes.<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\"><b>Can I deduct electricity and utilities?<\/b><br \/>Yes, but only the professional portion.<\/p>\n<p class=\"no-margin font-inter\">\ud83d\udc49 (<a href=\"https:\/\/help.accountable.eu\/en\/articles\/8232718-what-are-the-rules-for-deducting-a-space-dedicated-to-my-business-in-my-home\" target=\"_blank\" class=\"intercom-content-link font-inter\">read more)<\/a> <\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\"><b>What is the difference between an invoice and a receipt?<\/b><\/p>\n<p class=\"no-margin font-inter\">Invoice: An official accounting document with the mention \u201cinvoice\u201d (or translation) that contains all mandatory details of both the supplier and the client, including VAT numbers. VAT can be deducted if the invoice is complete and the purchase is business-related.<\/p>\n<p class=\"no-margin font-inter\">Receipt: Proof of payment that usually only includes the supplier\u2019s VAT details. VAT cannot be deducted, but the total amount including VAT can still be recorded as a deductible expense for income tax purposes.<\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Check the tax authority\u2019s invoice requirements and how to verify them in Accountable.<\/p>\n","protected":false},"featured_media":0,"template":"","help_label":[448,481],"class_list":["post-20218","help_center","type-help_center","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How to recognize a valid invoice for VAT deduction - Accountable<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.accountable.eu\/en-be\/help-center\/how-to-recognize-a-valid-invoice-for-vat-deduction\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to recognize a valid invoice for VAT deduction - 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