Create a sales invoice
Step 1: Go to "Revenue"
Start by heading to the "Revenue" section. This is where you manage all your sales invoices and other types of revenue in Accountable.
Accountable Web | Mobile app |
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Step 2: Create the invoice
a) From the mobile app: Tap the "+" icon on the main interface and select "Create new invoice".
b) From Accountable Web: Go to the "Income" section and click "Create invoice".
Step 3: Select or create a client
Accountable will ask you to select a client from your saved list. If the client is not in your database yet, you can create a new one by adding the required information (name, address, VAT number, etc.).
Accountable Web | Mobile app |
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Step 4: Verify crucial invoice information
Once the client is selected, verify these important details before proceeding:
a) Invoice number: Enter a unique number for the invoice. This number increments automatically for each new invoice. You can also reset the numbering at the start of each year to stay organised.
b) Issue date: The date the invoice is generated.
c) Service date (if applicable): If your services cover a specific period, you must also indicate the date of performance.
For more info, check this article: How to create an invoice with a service period
d) Due date: The deadline for payment of the invoice.
Step 5: Check your tax and payment information
Before finalising the invoice, confirm that your tax information (VAT number, address) and payment details (IBAN, etc.) are correctly displayed.
Notes:
1) The IBAN shown on the invoice is the one you provided in your Personal Settings.
2) If you changed your VAT status during the year, verify that the VAT status applied to the invoice is correct.
From Accountable Web: Click on the area with your name to verify your VAT scheme.
From the mobile app: Tap the three dots in the upper right corner > click "Advanced settings" > Check the selected "VAT type".
Step 6: Add your first item
You can now add items to the invoice. For each article, enter:
Item name.
Detailed description.
Category.
Quantity.
Unit price.
VAT rate (unless you are exempt or under a small business scheme)
If the VAT rate is 0%, you must justify it by selecting the corresponding reason.
Tip: You can add this item to your Products & Services list to easily reuse it on future invoices.
Tip: Click on "Advanced settings" if you want to add a percentage discount or customize the unit name (e.g., days, kg, lot).
Step 7: Add the item
Once you have filled in the information, click "Add item". Repeat this step to add as many items as you need.
Good to know: Adding items with a negative amount
You can add an item with a negative amount to your invoice. This feature allows you to reduce the total invoice amount, for example, if you are offering a global discount.
A few rules apply :
total must stay ≥ 0
positive quantities only
Other useful features
Down payment invoices: Learn how to create a deposit invoice if you receive a partial payment before delivery. How to make a down payment invoice
Foreign currency invoices: If you bill in a currency other than Euro (EUR), you can create an invoice in the currency of your choice. Create sales invoices in currencies other than EUR
Add a QR code for payment: You can add a QR code to your invoice to make it easier for your clients to pay. This option is available for Belgian clients only.
Structured communication: Add a structured communication to the payment to make identification easier, especially for bank transactions.
Instalment invoices: If you need to bill a project in several stages, you can activate the "Instalment invoices" option. How to use instalment invoices in Accountable: step-by-step guide
Encoding other revenue without an invoice
Sometimes, you need to record income without a formal invoice. This applies to one-off revenue, such as transactions under €250 (incl. VAT) or services to private individuals.
In these cases, a full invoice is not required, but you can provide a receipt or a simplified document. Make sure you comply with the tax rules applicable to these transactions.
Steps to record income without an invoice
Step 1: Number
Enter a unique ticket number in the "Number" field. This increments automatically.
Step 2: Issue date
Enter the date the ticket was issued in the "Issued" field.
Step 3: Client (optional)
You can select a client from your list, but this is optional.
Step 4: Name (optional)
You can add a name or description for this income in the "Name (optional)" field. This is a simple way to specify what the income represents.
Step 5: Category
Select the category this income belongs to (e.g. sale of services, sale of goods).
Step 6: Amount
Enter the amount of income in the "Amount" field. This is the amount you received.
Step 7: VAT rate
Select the applicable VAT rate in the "VAT rate" field. If this income is not subject to VAT, select a rate of 0%.
Important to know:
No document generated: Unlike invoices, "revenue without invoice" does not generate an official document in Accountable. However, you can attach a receipt or another document manually.
Reporting limitations: These entries are not included in your client listing or intra-EU listing. For this reason, always create formal invoices for B2B clients to stay tax-compliant.
Summary
Create a sales invoice
Step | Description |
1. Go to "Revenue" | Access the "Revenue" section in Accountable. |
2. Create the invoice | a) Mobile: Tap "+" and "Create invoice". b) Web: Click "Create invoice". |
3. Select a client | Choose an existing client or create a new one. |
4. Verify details | a) Invoice number b) Issue date c) Service date (if applicable) d) Due date |
5. Add items | Enter name, description, quantity, price, and VAT rate. |
6. Add negative amount (if needed) | Enter a negative amount to apply a discount or adjust the invoice. |
Create revenue without an invoice
Step | Description |
Step 1: Number | Enter a unique ticket number. |
Step 2: Issue date | Enter the date the income was recorded. |
Step 3: Client (optional) | Select a client (optional). |
Step 4: Name (optional) | Add a name or description (optional). |
Step 5: Category | Choose the income category (e.g., service). |
Step 6: Amount | Enter the amount of income. |
Step 7: VAT rate | Select the VAT rate. |
Want to learn more? Join our upcoming webinar 'Master your invoicing with Accountable', hosted live by one of our tax coaches to answer your questions.
Need help? Chat with us or email support@accountable.eu, we're happy to help.