{"id":24511,"date":"2026-05-07T10:19:13","date_gmt":"2026-05-07T08:19:13","guid":{"rendered":"https:\/\/www.accountable.eu\/help-center\/how-to-encode-an-expense-and-what-to-do-if-it-includes-negative-amounts\/"},"modified":"2026-08-24T17:27:11","modified_gmt":"2026-08-24T15:27:11","slug":"how-to-encode-an-expense-and-what-to-do-if-it-includes-negative-amounts","status":"publish","type":"help_center","link":"https:\/\/www.accountable.eu\/en-be\/help-center\/how-to-encode-an-expense-and-what-to-do-if-it-includes-negative-amounts\/","title":{"rendered":"How to encode an expense and what to do if it includes negative amounts ?"},"content":{"rendered":"<h2 class=\"font-degular\" id=\"h_5df16a5f13\"><b>Option 1 : Upload your receipt\/invoice<\/b><\/h2>\n<p class=\"no-margin font-inter\">If you have a receipt or invoice you need to upload directly, follow these steps:<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\"><b>Step 1: Go to Expenses<\/b><\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Navigate to the <b>\u201cExpenses\u201d<\/b> section.<\/p>\n<\/li>\n<\/ul>\n<p class=\"no-margin font-inter\"><b>Step 2: Upload the expense<\/b><\/p>\n<div class=\"intercom-interblocks-table-container\">\n<table role=\"presentation\" style=\"border: 1px solid #c6c9c0; border-radius: 6px; border-collapse: separate; border-spacing: 0;\">\n<tbody>\n<tr>\n<td style=\"padding: 8px;\">\n<p class=\"no-margin font-inter\">Accountable Web : <\/p>\n<p class=\"no-margin font-inter\">Tap the <b>\u201cUpload new expense\u201d<\/b> button at the top right of the screen<\/p>\n<\/td>\n<td style=\"border-left: 1px solid #c6c9c0; padding: 8px;\">\n<p class=\"no-margin font-inter\">Mobile app : <\/p>\n<p class=\"no-margin font-inter\">You can either click on &#8220;<b>Scan document<\/b>&#8221; to take a picture of your receipt\/invoice, click on &#8220;<b>Upload from gallery<\/b>&#8221; to select to picture of your document or click on &#8220;<b>Import document<\/b>&#8221; to select the PDF file to import<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td style=\"border-top: 1px solid #c6c9c0; padding: 8px;\">\n<div class=\"intercom-container\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/2182577719\/94d05b53694c1c25b7c1fd283c14\/Capture+d%E2%80%99e%CC%81cran+2026-03-20+a%CC%80+11_02_45.png?expires=1787637600&amp;signature=7bb5f138c14e15927c1f7fb9b7977266827d0ff40d27c391c512783ddff6293d&amp;req=diEvFMx5moZeUPMW3nq%2BgR05K05slF3vtiP7ON8VKqSOzMprJRIJ2IuUDeXN%0AfAvdNXGXE3kIRgDo8q2wLL4f7pc%3D%0A\" width=\"316\" height=\"90\" style=\"height: auto;\"><\/div>\n<p class=\"no-margin font-inter\">\n<\/td>\n<td style=\"border-left: 1px solid #c6c9c0; border-top: 1px solid #c6c9c0; padding: 8px;\">\n<div class=\"intercom-container\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/2182711544\/e9c66f66d931fc9cb0aac5c2c9e7\/unnamed.jpg?expires=1787637600&amp;signature=5e05740db33a1e78b37882472a82b3b3240d0057f86e6985cec654310dd80da9&amp;req=diEvFM5%2FnIRbXfMW3nq%2BgaG5YppGRQw5HZwjgjE5EzoNaIbldemZiIsUOWuH%0AwDqA1KdMHpIGSIPQi5CByUSftCE%3D%0A\" width=\"1080\" height=\"1554\" style=\"height: auto;\"><\/div>\n<p class=\"no-margin font-inter\">\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\"><b>Step 3: Verify the expense details<\/b><\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Ensure that the information on the expense form is correct (e.g., supplier, amount, category).<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Split the expense<\/b>: If your invoice includes multiple items, you can split the expense into several articles.<\/p>\n<div class=\"intercom-container intercom-align-center\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/2191716563\/0ff1dc128e8e3497433790ea66f1\/Capture+d%E2%80%99e%CC%81cran+2026-03-23+a%CC%80+12_09_28.png?expires=1787637600&amp;signature=7cf9c60430d73c6835280db66f5bf5ce3e65dede778933876afbace111b68e84&amp;req=diEuF85%2Fm4RZWvMW3nq%2BgRZOwbqoQT5lRstx1wU9fJ0rT1aNirtKaTKklzNQ%0AnSwoGoYyzT1PrmcNqpnGXLrB%2B68%3D%0A\" width=\"300\" height=\"530\" style=\"height: auto;\"><\/div>\n<p class=\"no-margin font-inter\">\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Verify the VAT Rate<\/b>:<\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Be sure to check the <b>VAT rate<\/b> applied to the expense.<\/p>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<div class=\"intercom-interblocks-callout\" style=\"background-color: #feedaf80; border-color: #fbc91633;\">\n<p class=\"no-margin font-inter\"><b>Handling negative amounts on invoices<\/b><\/p>\n<p class=\"no-margin font-inter\">Invoices may sometimes include negative amounts due to:<\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Refunds:<\/b> Issued for overpaid services or returned products.<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Returned Deposits:<\/b> For items like bottles or other refundable deposits.<\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Invoice Adjustments:<\/b> Such as credits or discounts applied after the initial invoice.<\/p>\n<\/li>\n<\/ul>\n<p class=\"no-margin font-inter\">You can encode articles with negative amounts by simply putting a &#8220;-&#8221; sign in front of the amount.<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\">\n<div class=\"intercom-container intercom-align-center\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/2337535011\/241d2e9e901d65e81f21cd6e266b\/Capture+d%E2%80%99e%CC%81cran+2026-04-30+a%CC%80+18_01_42.png?expires=1787637600&amp;signature=bb04f0f643e30bf5439ef119adfdcbec1e8362c42e56db1f854002e6e56f1406&amp;req=diMkEcx9mIFeWPMW3nq%2BgYIJerJThPvFpLGvo5d0LiKy%2Br7jTqUlw0FZguoW%0AfKCExH3DyEY6sqyUBhMs%2FpXLzc0%3D%0A\" width=\"472\" height=\"1078\" style=\"height: auto;\"><\/div>\n<p class=\"no-margin font-inter\">\n<\/div>\n<p class=\"no-margin font-inter\">\n<hr>\n<h2 class=\"font-degular\" id=\"h_c6bea30c35\"><b>Option 2 : create expense manually<\/b><\/h2>\n<p class=\"no-margin font-inter\">If you don\u2019t have your receipt or invoice available immediately, you can create an expense manually and attach the file later.<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\"><b>Step 1: Go to Expenses<\/b><\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Navigate to the <b>\u201cExpenses\u201d<\/b> section of the app.<\/p>\n<\/li>\n<\/ul>\n<p class=\"no-margin font-inter\"><b>Step 2: Create manual Expense<\/b><\/p>\n<div class=\"intercom-interblocks-table-container\">\n<table role=\"presentation\" style=\"border: 1px solid #c6c9c0; border-radius: 6px; border-collapse: separate; border-spacing: 0;\">\n<tbody>\n<tr>\n<td style=\"padding: 8px;\">\n<p class=\"no-margin font-inter\">Accountable Web : <\/p>\n<p class=\"no-margin font-inter\">Tap the <b>\u201cCreate an expense manually\u201d<\/b> button at the top right of the screen<\/p>\n<\/td>\n<td style=\"border-left: 1px solid #c6c9c0; padding: 8px;\">\n<p class=\"no-margin font-inter\">Mobile app : <\/p>\n<p class=\"no-margin font-inter\">Click on &#8220;Manually input expense&#8221;<\/p>\n<\/td>\n<\/tr>\n<tr>\n<td style=\"border-top: 1px solid #c6c9c0; padding: 8px;\">\n<div class=\"intercom-container\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/2182697439\/d05a8779e3fe0f326e25bf4caf55\/Capture+d%E2%80%99e%CC%81cran+2026-03-20+a%CC%80+11_02_59.png?expires=1787637600&amp;signature=917f1106da108774ca9d8883d2717a462aec327c2e9bd699298aae3ddb412e0d&amp;req=diEvFM93moVcUPMW3nq%2BgVmVSWM7Mjxu1T%2F3qFPMk10KKNOBV2CvzgpbS64A%0A9zRxfDVD%2FR2mNeaS2duGyBQHonA%3D%0A\" width=\"404\" height=\"92\" style=\"height: auto;\"><\/div>\n<p class=\"no-margin font-inter\">\n<\/td>\n<td style=\"border-left: 1px solid #c6c9c0; border-top: 1px solid #c6c9c0; padding: 8px;\">\n<div class=\"intercom-container\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/2182717364\/a0c09847cac60829c2df7bb21646\/Capture+d%E2%80%99e%CC%81cran+2026-03-20+a%CC%80+11_54_33.png?expires=1787637600&amp;signature=1e3ad1b2e4e36d47bbbb6b8823caf2d0ec454576d4e48544afa7c4ad6a895653&amp;req=diEvFM5%2FmoJZXfMW3nq%2BgQ82orgZylIxd5S5Jq3e4oMyL1Xa6n1CvH8yQVlq%0AMnjw8IlpT62bMxlf6I5HZhn1htI%3D%0A\" width=\"836\" height=\"1122\" style=\"height: auto;\"><\/div>\n<p class=\"no-margin font-inter\">\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\"><b>Step 3: Fill in the form with the expense details<\/b><\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Enter the details of the expense, including supplier, category, amount, and VAT rate.<\/p>\n<div class=\"intercom-container intercom-align-center\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/2182719954\/66b39300ca2084bb4d960a810b4a\/Capture+d%E2%80%99e%CC%81cran+2026-03-20+a%CC%80+11_55_34.png?expires=1787637600&amp;signature=5bd430c8f50713cef382b73eb187f208415bab675c38d0f7e73bd6e6f6713c27&amp;req=diEvFM5%2FlIhaXfMW3nq%2BgX90habPWCE83knjlLm7iNcsJTwKMNKR1BBFjk4d%0AGC3caWZshaGz0cKNTifUIbHvG2w%3D%0A\" width=\"300\" height=\"455\" style=\"height: auto;\"><\/div>\n<p class=\"no-margin font-inter\">\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b>Negative Amounts<\/b>: If your expense includes negative amounts (such as a refund or credit), you can directly encode these negative amounts as articles in the manual entry.<\/p>\n<\/li>\n<\/ul>\n<p class=\"no-margin font-inter\"><b>Step 4: Save the Expense<\/b><\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Save the expense once you\u2019ve entered all the necessary information.<\/p>\n<\/li>\n<\/ul>\n<p class=\"no-margin font-inter\"><b>Important Note<\/b>: Once you have the correct file (invoice\/receipt), don\u2019t forget to <b>attach it<\/b> to the manually created expense later to keep everything in order.<\/p>\n<hr>\n<h2 class=\"font-degular\" id=\"h_ffcb5f9143\"><b>Option 3 : import expense by email<\/b><\/h2>\n<p class=\"no-margin font-inter\">You can also import expenses by forwarding emails that contain PDF invoices or receipts directly to Accountable.<\/p>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\"><b>Step 1: Forward the email with PDF attachment<\/b><\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Simply forward the email with your PDF expense attached (from the same email address you use Accountable with) to the email address <b> <a href=\"mailto:expenses@accountable.eu\" target=\"_blank\" class=\"intercom-content-link font-inter\">expenses@accountable.eu<\/a> <\/b> Your expenses will automatically be imported into your expense list.<\/p>\n<\/li>\n<\/ul>\n<p class=\"no-margin font-inter\"><b>Step 2: Review and validate the expense<\/b><\/p>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\">Once your expense is imported, you can review and validate the details to ensure everything is accurate.<\/p>\n<p class=\"no-margin font-inter\">\n<\/li>\n<\/ul>\n<hr>\n<p class=\"no-margin font-inter\">\n<p class=\"no-margin font-inter\"><b>Important Note<\/b>: If you\u2019re registered with <b>Peppol<\/b> (with Accountable as access point for receiving invoices), you will automatically receive your invoices directly into Accountable. These will be available for review and validation in your app.<\/p>\n<p class=\"no-margin font-inter\">\n<hr>\n<h2 class=\"font-degular\" id=\"h_5b6f43a1b2\"><b>Other useful articles : <\/b><\/h2>\n<ul>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b><a href=\"https:\/\/help.accountable.eu\/en\/articles\/9155572-how-can-i-edit-a-locked-expense\" target=\"_blank\" class=\"intercom-content-link font-inter\">How can I edit a locked expense?<\/a><\/b><\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b><a href=\"https:\/\/help.accountable.eu\/en\/articles\/11646430-add-recurring-expenses-in-accountable\" target=\"_blank\" class=\"intercom-content-link font-inter\">Add recurring expenses in Accountable<\/a><\/b><\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b><a href=\"https:\/\/help.accountable.eu\/en\/articles\/10304940-how-to-add-expenses-in-other-currencies\" target=\"_blank\" class=\"intercom-content-link font-inter\">How to add expenses in other currencies<\/a><\/b><\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b><a href=\"https:\/\/help.accountable.eu\/en\/articles\/5763540-how-to-record-purchases-within-the-european-union\" target=\"_blank\" class=\"intercom-content-link font-inter\">How to record purchases within the European Union?<\/a><\/b><\/p>\n<\/li>\n<li class=\"font-inter\">\n<p class=\"no-margin font-inter\"><b><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\">How to encode my expenses outside the European Union?<\/a><\/b><\/p>\n<\/li>\n<\/ul>\n<hr>\n<p class=\"no-margin font-inter\">Want to learn more? Join our upcoming webinar <b>&#8216;From start to success: making the most out of Accountable&#8217;<\/b>, hosted live by one of our tax coaches to answer your questions!<\/p>\n<div class=\"intercom-container intercom-align-center\"><a class=\"intercom-h2b-button font-inter\" target=\"_blank\" href=\"https:\/\/app.livestorm.co\/accountable\/from-start-to-success-making-the-most-out-of-accountable?push_in_helpcenterarticle\">Sign up for the webinar<\/a><\/div>\n<p class=\"no-margin font-inter\">And for any questions you may have, we&#8217;re here to help in the chat or by email at <b><a href=\"mailto:support@accountable.eu\" target=\"_blank\" class=\"intercom-content-link font-inter\">support@accountable.eu<\/a><\/b> \ud83d\ude0a<\/p>\n","protected":false},"excerpt":{"rendered":"<p>When managing your business expenses, you have multiple ways to add your expenses. Whether you are uploading receipts, creating expenses manually, or importing them via email, here\u2019s how to do it step by step, including how to handle negative amounts.<\/p>\n","protected":false},"featured_media":0,"template":"","help_label":[487,451],"class_list":["post-24511","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 encode an expense and what to do if it includes negative amounts ? - 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-encode-an-expense-and-what-to-do-if-it-includes-negative-amounts\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to encode an expense and what to do if it includes negative amounts ? - Accountable\" \/>\n<meta property=\"og:description\" content=\"When managing your business expenses, you have multiple ways to add your expenses. 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