{"id":31336,"date":"2026-08-21T14:24:18","date_gmt":"2026-08-21T12:24:18","guid":{"rendered":"https:\/\/www.accountable.eu\/help-center\/%f0%9f%9b%92-how-to-encode-my-expenses-outside-the-european-union\/"},"modified":"2026-08-24T17:26:30","modified_gmt":"2026-08-24T15:26:30","slug":"%f0%9f%9b%92-how-to-encode-my-expenses-outside-the-european-union","status":"publish","type":"help_center","link":"https:\/\/www.accountable.eu\/en-be\/help-center\/%f0%9f%9b%92-how-to-encode-my-expenses-outside-the-european-union\/","title":{"rendered":"\ud83d\uded2 How to encode my expenses outside the European Union?"},"content":{"rendered":"

Are you purchasing goods or services from a supplier outside the European Union while being registered as a self-employed individual?<\/h4>\n

Here\u2019s how to properly encode those expenses and make sure you’re VAT compliant.<\/p>\n

\n

A. For purchases of goods: <\/h1>\n

When importing goods from outside the EU, VAT is due upon entering the European Union. This VAT can be deducted in your VAT return.<\/p>\n

\n\n\n\n
\n

\ud83d\udea8 Important:<\/b><\/h2>\n

To avoid errors when submitting your VAT return, make sure to encode both the supplier\u2019s invoice (without VAT) and the transporter\u2019s invoice (with VAT) in the same VAT declaration.<\/b><\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n

\ud83e\uddfe How do you encode your invoices in Accountable?<\/b><\/h2>\n

When you purchase goods from outside the European Union, you need to record two types of invoices<\/b> to comply with your VAT obligations:<\/p>\n

    \n
  • \n

    The supplier invoice<\/b> (without VAT)<\/p>\n<\/li>\n

  • \n

    The transporter’s invoice<\/b> (with VAT and other import costs)<\/p>\n<\/li>\n<\/ul>\n

    Both documents must be recorded in the same VAT return<\/b> to avoid any errors or omissions in the event of a tax audit.<\/p>\n

    \n

    \u2705 1. Record the supplier invoice (without VAT)<\/h3>\n
      \n
    1. \n

      Go to Expenses > Upload a new expense<\/b> and select the relevant document.<\/p>\n<\/li>\n

    2. \n

      VAT rate<\/b>: Select 0%<\/b>, since the supplier is based outside the EU.<\/p>\n<\/li>\n

    3. \n

      Enter the total amount of the invoice, excluding VAT<\/b>.<\/p>\n<\/li>\n

    4. \n

      If the invoice is in a foreign currency, convert the amount to EUR<\/b> based on the payment date exchange rate<\/b>.<\/p>\n<\/li>\n<\/ol>\n

      \u2705 2. Record the transporter’s invoice (VAT + other fees)<\/h3>\n

      The screenshot below shows the encoded transporter invoice:<\/b><\/p>\n

      <\/div>\n
        \n
      1. \n

        Go to Expenses > Upload a new expense<\/b> and select the transporter’s invoice.<\/p>\n

        <\/div>\n

        \n<\/li>\n

      2. \n

        When asked \u201cIs this an invoice?\u201d<\/b>, select Yes<\/b> if your VAT number appears on the invoice.<\/p>\n

        \n<\/li>\n

      3. \n

        Category<\/b>: Choose Import VAT and other import costs<\/b>.<\/p>\n

        <\/div>\n<\/li>\n
      4. \n

        Import VAT<\/b>: Only enter the amount paid to customs for VAT.
        \u27a1\ufe0f In this case: \u20ac483.59<\/b>.<\/p>\n

        <\/div>\n

        \n<\/li>\n

      5. \n

        For the “Duty”<\/b> line, add a new line (line 1<\/b>) with the corresponding amount and a 0% VAT rate<\/b>. <\/p>\n

        \n

        \u27a1\ufe0f In this case: \u20ac36.85: <\/b><\/p>\n

        <\/div>\n

        \u200b<\/p>\n<\/li>\n

      6. \n

        Click “Add other import costs”<\/b>, then enter the additional costs<\/b> in line 2<\/b> with a 21% VAT rate<\/b>.<\/p>\n

        <\/div>\n

        \u27a1\ufe0f In this case: \u20ac23.60 incl. VAT<\/b>:<\/p>\n

        <\/div>\n

        \n<\/li>\n<\/ol>\n

        \n

        \n

        \ud83d\udee0\ufe0f Step-by-step encoding of the transporter’s invoice<\/h2>\n
        \n\n\n\n\n\n\n\n\n\n\n
        \n

        Step<\/b><\/p>\n<\/td>\n

        		\n

        Action<\/b><\/p>\n<\/td>\n<\/tr>\n

        \n

        1. Upload the invoice<\/b><\/p>\n<\/td>\n

        		\n

        \ud83d\udce5 Go to Expenses > Upload a new expense<\/b> and select the transporter’s invoice.<\/p>\n<\/td>\n<\/tr>\n

        \n

        2. Verify the invoice<\/b><\/p>\n<\/td>\n

        		\n

        \u2705 Make sure your VAT number appears on the invoice and answer “Yes”<\/b> when prompted.<\/p>\n<\/td>\n<\/tr>\n

        \n

        3. Choose the category<\/b><\/p>\n<\/td>\n

        		\n

        \ud83d\udcca Select “Import VAT and other import costs”<\/b>.<\/p>\n<\/td>\n<\/tr>\n

        \n

        4. Enter import VAT<\/b><\/p>\n<\/td>\n

        		\n

        \ud83d\udcb8 Enter only the VAT amount paid to customs<\/b> (e.g. \u20ac483.59<\/b>).<\/p>\n<\/td>\n<\/tr>\n

        \n

        5. Add duty<\/b><\/p>\n<\/td>\n

        		\n

        \ud83d\udecb\ufe0f In Article #1<\/b>, enter the amount (e.g. \u20ac36.85<\/b>) with 0% VAT<\/b>.<\/p>\n<\/td>\n<\/tr>\n

        \n

        6. Add additional charges<\/b><\/p>\n<\/td>\n

        		\n

        \ud83d\udce6 Click “Add other import costs”<\/b> and enter the charges (e.g. \u20ac23.60<\/b>) with 21% VAT<\/b>. (Article #2)<\/b><\/p>\n<\/td>\n<\/tr>\n

        \n

        7. Final review & save<\/b><\/p>\n<\/td>\n

        		\n

        \u2714\ufe0f Double-check all data, including deductible VAT, and save the expense.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n

        \ud83d\udccc Summary of categories and VAT rates<\/h2>\n
        \n\n\n\n\n\n\n\n
        \n

        Category<\/b><\/p>\n<\/td>\n

        		\n

        VAT Rate<\/b><\/p>\n<\/td>\n

        		\n

        Description<\/b><\/p>\n<\/td>\n<\/tr>\n

        \n

        Goods for resale and materials > <\/b>select the corresponding sub-category<\/p>\n<\/td>\n

        		\n

        0%<\/p>\n<\/td>\n

        		\n

        Supplier outside the EU \u2013 amount excluding VAT<\/p>\n<\/td>\n<\/tr>\n

        \n

        Import VAT<\/b> (and other import costs)<\/p>\n<\/td>\n

        		\n

        As shown on the invoice (e.g. 0%, 21%)<\/p>\n<\/td>\n

        		\n

        VAT paid to customs for import purposes only<\/p>\n<\/td>\n<\/tr>\n

        \n

        Other import costs<\/b> \u2013 Duty<\/p>\n<\/td>\n

        		\n

        0%<\/p>\n<\/td>\n

        		\n

        Customs duty not subject to VAT<\/p>\n<\/td>\n<\/tr>\n

        \n

        Other import costs <\/b>(shipping, handling\u2026)<\/p>\n<\/td>\n

        		\n

        21% <\/p>\n<\/td>\n

        		\n

        Extra costs charged by the transporter, subject to Belgian VAT<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n

        \n

        \ud83d\udca1 You must always apply the corresponding VAT rate to each item, as indicated on the invoice.<\/b><\/p>\n<\/div>\n

        \n

        \ud83d\udc68\ud83c\udffb\u200d\ud83c\udfeb <\/b> Best practices<\/h2>\n
          \n
        • \n

          Create a separate line for each item listed on the invoice.<\/p>\n<\/li>\n

        • \n

          Always apply the VAT rate shown on the invoice<\/b>.<\/p>\n<\/li>\n

        • \n

          Do not combine charges with different VAT rates on the same line.<\/p>\n<\/li>\n<\/ul>\n

          \ud83d\udcca Tax reporting implications <\/b><\/h2>\n

          1. VAT return<\/b><\/h3>\n

          The deductible VAT amount will be automatically included in cell 59<\/b>.
          \u2192 Example: \u20ac483.59 + \u20ac4.10 = \u20ac487.69<\/b><\/p>\n

          \n

          <\/div>\n

          \n

          \ud83d\udca1 The amount of deductible VAT will depend on the percentage of business use.<\/i><\/b><\/p>\n

          \n

          2. Personal income tax return <\/b><\/h3>\n

          The excl. VAT amount<\/b> (e.g. \u20ac56.35) will also be deductible in your tax return, proportionally to your professional usage rate.<\/p>\n

          <\/div>\n

          \n

          Conclusion<\/b><\/h2>\n

          By following these steps, you can ensure your import expenses are recorded correctly for your VAT and income tax returns.
          \u2753 Need help? Feel free to reach out!<\/p>\n

          \n

          B. For purchases of services:<\/h1>\n

          When you purchase a service from a supplier based outside the European Union, the invoice will generally be issued without VAT<\/b>. However, you are required to declare the VAT<\/b> in your quarterly VAT return.<\/p>\n

          \n

          \ud83d\udc49 Don\u2019t worry: you need to declare this VAT and recover it in the same return<\/b>. For a 100% professional expense, there will be no additional cost<\/b>. The app will handle all the calculations for you.<\/p>\n

          \n

          \ud83e\uddfe How to record your invoice in Accountable:<\/b><\/h2>\n
            \n
          1. \n

            Go to Expenses > Upload a new expense<\/b> and select the document.<\/p>\n

            <\/div>\n

            \n<\/li>\n

          2. \n

            \u201cIs this a valid invoice?\u201d<\/b> Answer Yes<\/b> if your VAT number appears on the document.<\/p>\n

            \n<\/li>\n

          3. \n

            Category<\/b>: Choose the category corresponding to the type of service (in the example below: purchase of services such as studies and works<\/i>):<\/p>\n

            <\/div>\n

            \n

            \n<\/li>\n

          4. \n

            Foreign currency?<\/b> If the invoice is not in EUR, select the currency used.
            \ud83d\udca1 The system will automatically apply the exchange rate in effect on the payment date.<\/p>\n

            \n<\/li>\n

          5. \n

            VAT rate<\/b>: Select 0%<\/b>.<\/p>\n

            \n<\/li>\n

          6. \n

            Reason for absence of VAT<\/b>: Choose \u201cThis is a purchase from outside the EU\u201d<\/b>:<\/p>\n

            <\/div>\n

            \n<\/li>\n

          7. \n

            Save the expense<\/b>.<\/p>\n<\/li>\n<\/ol>\n

            \n

            \ud83d\udccb Summary table \u2013 How to record a service invoice from outside the EU<\/b><\/h2>\n
            \n\n\n\n\n\n\n\n\n\n\n
            \n

            Step<\/b><\/p>\n<\/td>\n

            		\n

            Action<\/b><\/p>\n<\/td>\n<\/tr>\n

            \n

            1. Upload the document<\/b><\/p>\n<\/td>\n

            		\n

            \ud83d\udce5 Go to Expenses > Upload a new expense<\/b> and select the invoice.<\/p>\n<\/td>\n<\/tr>\n

            \n

            2. Verify the invoice<\/b><\/p>\n<\/td>\n

            		\n

            \u2705 Answer Yes<\/b> if your VAT number appears on the invoice.<\/p>\n<\/td>\n<\/tr>\n

            \n

            3. Choose the category<\/b><\/p>\n<\/td>\n

            		\n

            \ud83d\udcca Select the category corresponding to the type of service (e.g., Works and studies<\/i>).<\/p>\n<\/td>\n<\/tr>\n

            \n

            4. Foreign currency<\/b><\/p>\n<\/td>\n

            		\n

            \ud83d\udcb1 If the invoice is in a foreign currency, select the correct one; the system will apply the current exchange rate.<\/p>\n<\/td>\n<\/tr>\n

            \n

            5. Select the VAT rate<\/b><\/p>\n<\/td>\n

            		\n

            \ud83e\uddee Select 0% VAT<\/b>.<\/p>\n<\/td>\n<\/tr>\n

            \n

            6. Indicate reason for no VAT<\/b><\/p>\n<\/td>\n

            		\n

            \u270f\ufe0f Choose “This is a purchase from outside the EU”<\/b>.<\/p>\n<\/td>\n<\/tr>\n

            \n

            7. Save<\/b><\/p>\n<\/td>\n

            		\n

            \ud83d\udcbe Check all information and save the expense.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n

            \ud83d\udcca Tax reporting implications<\/b><\/h2>\n

            1. VAT return<\/b><\/h3>\n

            If the expense is 100% professional<\/b>, the same VAT amount will appear twice in your VAT return:<\/p>\n

              \n
            • \n

              Once as VAT due,<\/p>\n<\/li>\n

            • \n

              And once as deductible VAT.<\/p>\n<\/li>\n<\/ul>\n

              \u27a1\ufe0f Result: no financial impact<\/b>.<\/p>\n

              The amounts will automatically be reported in the following cells:<\/p>\n

                \n
              • \n

                56<\/b>: VAT due on the purchase<\/p>\n<\/li>\n

              • \n

                59<\/b>: Deductible VAT<\/p>\n<\/li>\n

              • \n

                82<\/b>: Net amount (excluding VAT) of the purchased service<\/p>\n<\/li>\n

              • \n

                87<\/b>: Type of purchase (outside the EU or co-contracting)<\/p>\n<\/li>\n<\/ul>\n

                <\/div>\n

                \n

                \ud83d\udd01 If the professional use percentage is less than 100%:<\/b><\/p>\n

                  \n
                • \n

                  The total VAT amount<\/b> will be reported in field 57<\/b> (VAT due).<\/p>\n<\/li>\n

                • \n

                  The deductible VAT<\/b> will be calculated proportionally<\/b> based on professional use and reported in field 59<\/b>.<\/p>\n<\/li>\n<\/ul>\n

                  \u27a1\ufe0f Example: for an invoice for \u20ac100 (excluding VAT) with \u20ac21 of VAT, and 50% professional use:<\/p>\n

                    \n
                  • \n

                    Cell 57 = \u20ac21<\/p>\n<\/li>\n

                  • \n

                    Cell 59 = \u20ac10.50<\/p>\n<\/li>\n

                  • \n

                    The remaining \u20ac10.50 will be payable.<\/p>\n<\/li>\n<\/ul>\n

                    2. Personal income tax return<\/b><\/h3>\n

                    The net amount excluding VAT<\/b> of the expense (e.g., \u20ac1,760.21) will also be deductible proportionally to your professional usage.<\/p>\n

                    <\/div>\n

                    \n

                    \ud83d\udc49 For example, if you use this service 50% professionally<\/b>, then \u20ac880.105<\/b> will be deductible in your personal income tax return.<\/p>\n

                    \n

                    \u2753 Need help? Feel free to contact us!<\/p>\n","protected":false},"excerpt":{"rendered":"

                    Everything you need to know about your invoices for purchases outside the European Union as a subject to VAT<\/p>\n","protected":false},"featured_media":0,"template":"","help_label":[493,451],"class_list":["post-31336","help_center","type-help_center","status-publish","hentry"],"acf":[],"yoast_head":"\n\ud83d\uded2 How to encode my expenses outside the European Union? - 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\/%f0%9f%9b%92-how-to-encode-my-expenses-outside-the-european-union\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"\ud83d\uded2 How to encode my expenses outside the European Union? - Accountable\" \/>\n<meta property=\"og:description\" content=\"Everything you need to know about your invoices for purchases outside the European Union as a subject to VAT\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.accountable.eu\/en-be\/help-center\/%f0%9f%9b%92-how-to-encode-my-expenses-outside-the-european-union\/\" \/>\n<meta property=\"og:site_name\" content=\"Accountable\" \/>\n<meta property=\"article:modified_time\" content=\"2026-08-24T15:26:30+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/downloads.intercomcdn.com\/i\/o\/c9wnmh12\/1499981236\/aaf6734615918eedb11a7fda0425\/Capture+d%E2%80%99e%CC%81cran+2025-04-28+a%CC%80+16_03_42.png?expires=1787637600&signature=d0afd5acae41e0fdaeb189488c6fc1be6d19906c61c08a3469dd7d089eaaa489&req=dSQuH8B2nINcX%2FMW3nq%2BgUyAmtRCZ8YA6cB9UKkuhSYDSdgN%2FHrbjLnp8toCmVvgvDGfaLL2wM25YjLdLxCDnR0%3D\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data1\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.accountable.eu\\\/en-be\\\/help-center\\\/%f0%9f%9b%92-how-to-encode-my-expenses-outside-the-european-union\\\/\",\"url\":\"https:\\\/\\\/www.accountable.eu\\\/en-be\\\/help-center\\\/%f0%9f%9b%92-how-to-encode-my-expenses-outside-the-european-union\\\/\",\"name\":\"\ud83d\uded2 How to encode my expenses outside the European Union? 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