💡 At a glance: Revenue → Create invoice → select a client → check your details → add your items → save & send
Before you start
To generate a valid invoice, Accountable needs a few details from you first: your IBAN, your address, and your VAT number. Without these, your invoice will not be valid and you will not get paid.
Make sure to fill these in at Account > Settings > Personal details.
How to create your sales invoice
Follow the eight steps below to create and send your first invoice in Accountable.
Step 1: Go to 'Revenues' and click 'Create an invoice'
This is where all your sales invoices and income appear.
Step 2: Select or create your client
Pick an existing client from your list, or create a new one by adding their name, address, VAT number, and any other relevant details.
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Step 3: Check the invoice number and dates
Invoice number: You can let Accountable number it automatically, or enter it manually once in the format you prefer. After that, it increments automatically.
💡 Update your numbering at the start of each year (e.g. 2026-001, 2027-001) to keep things clear.
Issue date and due date
Service date, if your service covers a specific period. See How to create an invoice with a service period for details.
Step 4: Double-check your personal details
Check that all your personal details are displayed correctly. If not, click on the relevant section, fill in the correct information, and save your changes:
Your first name and last name
Your company name (if applicable)
Postal address
VAT number
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Step 5: Add your items
Click 'Add a new item'.
Select an item already saved in your price list, or choose 'Add a new item' and fill in the following:
Item name
Description (optional)
Category (sales of goods or services, or another income source such as real estate rental, copyright revenue, donation, etc.)
Quantity
Unit price and VAT rate (choose the right one for your sector)
Click 'Add item' and repeat for as many items as you need.
💡 Save an item to your Products & Services list to reuse it on future invoices without retyping it.
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Step 6: Add your banking and contact information
In the sections below, you can add or update:
Your banking information (IBAN, BIC)
Your email address and/or phone number
Notes & comments (optional)
Terms & conditions (optional, if you add these, they will be saved automatically for future invoices)
Step 7 (optional): Customise additional settings and style
Optional settings you can adjust if needed:
Switch the language of the invoice (English, French, or Dutch)
Add a QR code for payment
Set a structured communication
Add a down payment: if you received a deposit before delivery, see how to make a down payment invoice for details.
Set up instalment billing: if you bill a project in several stages, follow the step-by-step guide to instalment invoices in Accountable.
Change the billing currency
Customise the look of your invoice: add your logo and colours, and choose the template and font
Specify the invoice status
Step 8: Save and/or send your invoice
When your invoice is ready, or if you want to save it for later, click the 'Continue' button (top right), then choose one of the following:
'Save & prepare to send' to send it directly to your client via Accountable
'Save & download PDF' to save it and download it to your computer
'Save & quit' to save it for later and make further changes before sending
If you chose to send your invoice directly via Accountable:
Switch on the green 'Send the invoice via Peppol' toggle: this is what actually sends your invoice through the Peppol network.
⚠️ An error message will appear if you are not registered on Peppol yet, and/or if your client is not registered either. In that case, you will not be able to send your invoice via Peppol.
You can also edit the email description generated automatically by the AI.
Make sure to enter your client's email address correctly.
💡 Sending a test invoice to yourself first is a good way to check everything looks right before sending it to a real client.
Key takeaways
Before creating an invoice, make sure your IBAN, address, and VAT number are filled in under Account > Settings > Personal details.
Accountable can number your invoices automatically, and you can update the sequence at the start of each year.
Save items to your Products & Services list to reuse them on future invoices.
You can send invoices directly via Accountable using the Peppol network, download them as a PDF, or save them as drafts.
Optional settings let you add a QR code, set up instalments or down payments, change the currency, and customise the invoice design.
Want to learn more? Join our upcoming webinar 'From start to success: making the most out of Accountable', hosted live by one of our tax coaches to answer your questions.
Our Help Center also brings together all our articles to support you day-to-day in managing your business.
Need help? Chat with us or email support@accountable.eu, we're happy to help.