\ud83d\udea8 Important <\/b>\ud83d\udea8
To avoid errors when submitting your VAT return, you should record both the supplier\u2019s invoice (without VAT) and the transporter\u2019s invoice (with VAT) in the same VAT declaration.<\/p>\n<\/div>\n\u200bHow do I record my invoices in Accountable?<\/b><\/h3>\n
Import VAT (EUSt) can only be claimed if you arranged the import yourself and are listed as the importer on the customs documents.<\/b> If the import was handled by a third party (e.g. a marketplace or reseller), you typically cannot deduct the import VAT yourself, as you are not considered the formal recipient of the goods.<\/p>\n
In the app, you need to record both the supplier\u2019s invoice (without VAT) and the transporter\u2019s invoice (with VAT).<\/p>\n
\n
\n
1. Recording the supplier\u2019s invoice (without VAT):<\/b><\/h2>\n\n- \n
VAT rate: Select 0%, since the supplier is located outside the EU.<\/p>\n<\/li>\n
- \n
Enter the total amount of the invoice (excluding VAT).<\/p>\n<\/li>\n
- \n
If the invoice was issued in a foreign currency, enter the amount in euros based on the exchange rate on the payment date.
\u200b<\/p>\n<\/li>\n<\/ul>\n
2. Recording the transporter\u2019s invoice (with VAT):<\/b><\/h2>\n
Go to Expenses, click on \u201cUpload new expense\u201d in the top right corner, and select the corresponding document:<\/p>\n
![](\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/1540545114\/ca460f54fd223e184f879938b121\/image.png?expires=1787637600&signature=02756dac7d986472b3e6e53e6346393ca0986e5baf261cca17d4c416419f9686&req=dSUjFsx6mIBeXfMW3nq%2BgRi0kxMpSv%2FEBdpXMJie3LED9JL386zpr7sfZ16q%0APwMoBPkW2IlrlPsorLG8Sia8e5Y%3D%0A\")
<\/div>\n\n
Select “Import VAT & other import costs”<\/b> as the category for the VAT paid at customs:<\/p>\n![](\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/1540550431\/ea10aa765b22b397e1ad7228d1e8\/image.png?expires=1787637600&signature=b18b8c511bc79447456675b09fed5353bff547a8e749c43db8b9c97c0613839d&req=dSUjFsx7nYVcWPMW3nq%2BgU%2Br6wt7OOny8DJePIzfCGgr8HKXzBoCxzlX7Vt6%0A3GVIM7PYN52rc%2BvFHRiIUb%2F9ePg%3D%0A\")
<\/div>\n\n
For this category, enter only<\/b> the amount paid at customs.<\/p>\n
In this example: \u20ac421.74:<\/b><\/p>\n![](\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/1540550646\/28c14cef1e46d500d7d567edf0a9\/image.png?expires=1787637600&signature=1bef56efe8ffb73504df7c699d27d8bd3b79c86ac99aeee8b334bdd12e671132&req=dSUjFsx7nYdbX%2FMW3nq%2BgZ6bDqdQuhNm8OfSam8nDqRSKq8nVg5rT%2Bnl3P%2Fc%0AaBBYl0ItR5JO6GfY5NEC9eYOd5Y%3D%0A\")
<\/div>\n\n
Other charges must be recorded as separate line items.
You can add these by clicking on “Add other import costs”<\/b>:<\/p>\n![](\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/1540552068\/14dc6041eea7257c362a0d07f202\/Bild+25_05_25+um+22_38.jpeg?expires=1787637600&signature=31055c14f12ed8a82cf980646353e1713b419dd7878d986da53a46ae67bd0c4b&req=dSUjFsx7n4FZUfMW3nq%2BgRSjEmujejIegBUJixmL%2Bw9S6QshjPVCzyT2NgTF%0AXF%2FClCBO8RETav2H7Nz97Nh%2FFdk%3D%0A\")
<\/div>\nHere\u2019s what the complete booking would look like:<\/p>\n
![](\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/1540571392\/f2a069561c475b4398836f1d0706\/image.png?expires=1787637600&signature=f3ed185495b6f79d952775fe5eddedda30b134ea9c3e4e911fb8759456415d93&req=dSUjFsx5nIJWW%2FMW3nq%2BgegExTtGrR38pCPZKY6ECCMslGPOqbHb8kVaf6J7%0AUurGIHcyj2iIQi%2FIklYgb9rh2q8%3D%0A\")
<\/div>\n\n\ud83d\udca1
You must always apply the corresponding VAT rate to each item, exactly as indicated on the invoice.<\/p>\n
Create a separate line for each item listed on the invoice.<\/p>\n
Always use the VAT rate shown on the invoice.<\/p>\n
Do not combine items with different VAT rates into a single line.<\/p>\n<\/div>\n
\n\n\n\n\n1) Upload the invoice<\/p>\n<\/td>\n
\nGo to the Expenses page and click on “Upload new expense” in the top right corner.<\/p>\n<\/td>\n<\/tr>\n
\n\n2) Review the invoice<\/p>\n<\/td>\n
\nClick on “Review now” once the invoice has been uploaded.<\/p>\n<\/td>\n<\/tr>\n
\n\n3) Select a category<\/p>\n<\/td>\n
\nChoose “Import VAT & other import costs” as the category.<\/p>\n<\/td>\n<\/tr>\n
\n\n4) Add the import VAT amount<\/p>\n<\/td>\n
\nEnter the import VAT amount that was paid at customs \u2013 in this example, \u20ac421.74.<\/p>\n<\/td>\n<\/tr>\n
\n\n5) Add additional charges<\/p>\n<\/td>\n
\nAdd the additional charges as separate line items. In this example: \u20ac14.15 including 19% VAT and \u20ac64.65 without VAT.<\/p>\n<\/td>\n<\/tr>\n
\n\n6) Final check<\/p>\n<\/td>\n
\nDouble-check the amounts and the selected category.<\/p>\n<\/td>\n<\/tr>\n
\n\n7) Save<\/p>\n<\/td>\n
\nSave the expense once everything has been filled in and reviewed.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n
\nB. <\/b>When purchasing services:<\/h1>\n
If you purchase a service from a supplier outside the EU, no VAT will be charged to you \u2013 but you are still required to declare it when submitting your quarterly VAT return. It\u2019s a zero-sum game, so you won\u2019t have to pay anything extra if it\u2019s a 100% business-related expense (the app will calculate everything for you automatically).<\/p>\n
\n
Go to Expenses, click on \u201cUpload new expense\u201d in the top right corner, and select the relevant document:<\/p>\n
![](\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/1540554275\/8a27262a058a1515994591ad37d4\/image.png?expires=1787637600&signature=e9503c066b5903afbc78c38da1c3fc3fff17024049b7c6ba31d98e8f15002d03&req=dSUjFsx7mYNYXPMW3nq%2BgZbsHBqZ2rRUdk%2FzaVkW0plj9EEr%2BeSTrlEi0j6%2B%0AZcjfizwN4S%2B54BczlHOcGOerSWQ%3D%0A\")
<\/div>\nSelect the category that matches the type of service. In this example, the correct category would be “Software license”<\/b>:<\/p>\n![](\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/1540574432\/7e0a6e4dba367bbd327a689cd9e9\/image.png?expires=1787637600&signature=3db57c71da88f6c2b9a5c8e2109543e9ecb435189f7fba609e3fd1d98db51c26&req=dSUjFsx5mYVcW%2FMW3nq%2BgRrzJMElGrJqN6hxyqAtoyMFQawjLderSw3%2F25Wn%0Axl9IhOKYWBV7tzE8UIlWKBNRDM4%3D%0A\")
<\/div>\nIf the invoice is not issued in euros, select the currency used.
The system will automatically apply the exchange rate valid on the payment date.
\u200b<\/p>\n
For the VAT rate, select 0%<\/b>. The reason for the absence of VAT is “Purchase from outside the EU:<\/b><\/p>\n
VAT rate: Select 0%, since the supplier is located outside the EU.<\/p>\n<\/li>\n
Enter the total amount of the invoice (excluding VAT).<\/p>\n<\/li>\n
If the invoice was issued in a foreign currency, enter the amount in euros based on the exchange rate on the payment date.
\u200b<\/p>\n<\/li>\n<\/ul>\n
2. Recording the transporter\u2019s invoice (with VAT):<\/b><\/h2>\n
Go to Expenses, click on \u201cUpload new expense\u201d in the top right corner, and select the corresponding document:<\/p>\n
<\/div>\n\n
Select “Import VAT & other import costs”<\/b> as the category for the VAT paid at customs:<\/p>\n \n For this category, enter only<\/b> the amount paid at customs.<\/p>\n In this example: \u20ac421.74:<\/b><\/p>\n \n Other charges must be recorded as separate line items. Here\u2019s what the complete booking would look like:<\/p>\n \ud83d\udca1 Create a separate line for each item listed on the invoice.<\/p>\n Always use the VAT rate shown on the invoice.<\/p>\n Do not combine items with different VAT rates into a single line.<\/p>\n<\/div>\n 1) Upload the invoice<\/p>\n<\/td>\n Go to the Expenses page and click on “Upload new expense” in the top right corner.<\/p>\n<\/td>\n<\/tr>\n 2) Review the invoice<\/p>\n<\/td>\n Click on “Review now” once the invoice has been uploaded.<\/p>\n<\/td>\n<\/tr>\n 3) Select a category<\/p>\n<\/td>\n Choose “Import VAT & other import costs” as the category.<\/p>\n<\/td>\n<\/tr>\n 4) Add the import VAT amount<\/p>\n<\/td>\n Enter the import VAT amount that was paid at customs \u2013 in this example, \u20ac421.74.<\/p>\n<\/td>\n<\/tr>\n 5) Add additional charges<\/p>\n<\/td>\n Add the additional charges as separate line items. In this example: \u20ac14.15 including 19% VAT and \u20ac64.65 without VAT.<\/p>\n<\/td>\n<\/tr>\n 6) Final check<\/p>\n<\/td>\n Double-check the amounts and the selected category.<\/p>\n<\/td>\n<\/tr>\n 7) Save<\/p>\n<\/td>\n Save the expense once everything has been filled in and reviewed.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n If you purchase a service from a supplier outside the EU, no VAT will be charged to you \u2013 but you are still required to declare it when submitting your quarterly VAT return. It\u2019s a zero-sum game, so you won\u2019t have to pay anything extra if it\u2019s a 100% business-related expense (the app will calculate everything for you automatically).<\/p>\n \n Go to Expenses, click on \u201cUpload new expense\u201d in the top right corner, and select the relevant document:<\/p>\n Select the category that matches the type of service. In this example, the correct category would be “Software license”<\/b>:<\/p>\n If the invoice is not issued in euros, select the currency used. For the VAT rate, select 0%<\/b>. The reason for the absence of VAT is “Purchase from outside the EU:<\/b><\/p>\n<\/div>\n<\/div>\n
You can add these by clicking on “Add other import costs”<\/b>:<\/p>\n<\/div>\n<\/div>\n
You must always apply the corresponding VAT rate to each item, exactly as indicated on the invoice.<\/p>\n\n\n
\n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n
\nB. <\/b>When purchasing services:<\/h1>\n
<\/div>\n<\/div>\n
The system will automatically apply the exchange rate valid on the payment date.
\u200b<\/p>\n
![](\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/1540574811\/f4ae49dee5b0707fe5659e4c6e67\/image.png?expires=1787637600&signature=f326eade4a1fe56045aa67deae5c4c7e0178fb62a97ebd58d3c495a246e9ab5a&req=dSUjFsx5mYleWPMW3nq%2BgTmLIZwDXcaeTOe0jT6shwAsLpQdwuDmch0dtTfU%0AZWOnnsBJ8bQAvNtStiEhTIlv5qs%3D%0A\")
<\/div>\n