To encode a car purchase in Accountable, you need to add the vehicle first, then upload the purchase invoice and link the two together. Accountable then calculates the correct deductibility based on the professional usage you provide.
There are different ways to encode a vehicle, depending on how it was acquired: full purchase, financial lease, or rental. Each option has its own conditions and method of encoding in Accountable.
This article focuses on how to encode the full purchase of a car. Not sure which situation applies to you? Reach out to our tax team with your documents and we will help you determine the correct approach.
Want to understand the differences between leasing, renting, and buying? Read our full comparison: Leasing, renting or buying a car: which is the best option?
This article covers how to encode a regular car purchase, how to handle a utility vehicle, and how amortisation works for each.
Please note that this article provides general guidance only. Tax rules may vary depending on your individual situation. When in doubt, ask your Tax Coach.
1. What do you need to know before encoding a regular car purchase?
How you encode a new car in Accountable depends on the professional usage of the vehicle. For example, if you purchase a car and use it 80% for private purposes and 20% for professional activity, you can only declare 20% of the expense as professional.
This means you can only deduct 20% of the VAT, and the same percentage applies to the income tax deduction.
Do not confuse a regular car with a utility vehicle. A utility vehicle is used 100% for professional activity and is typically a van without rear seats, like the one shown in the image below.
⚠️ Don’t confuse a regular car with an utility vehicle. A regular car is typically used for both personal and business purposes, which limits how much of the cost and VAT can be deducted.
See picture ⬇️⬇️⬇️
2. How do you encode a regular car purchase in Accountable?
Step 1: Add the vehicle in Accountable. This allows Accountable to calculate the deductibility based on the data you provide.
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Step 2: Upload the purchase invoice for the vehicle.
Step 3: Fill in the required details by selecting the correct category, entering the supplier name, date, and VAT rate, and indicating the percentage of professional usage.
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Step 4: Choose the vehicle you have already added in Accountable to link it to this invoice.
Step 5: Set up amortisation. For a new car, select 5 years. For a second-hand car, choose 3 to 4 years depending on the mileage.
Step 6: Click "Save".
3. What if it is a utility vehicle?
Encoding a utility vehicle in Accountable is more straightforward than a regular car because these vehicles are typically considered 100% professional. If the vehicle is used exclusively for your self-employed activity, you can declare the full cost as business-related.
Utility vehicles are usually vans or commercial vehicles without rear seats. They are designed to transport tools, materials, or goods, not passengers. In this case, both VAT and income tax deductions apply at 100%, as long as the vehicle is not used privately.
⚠️ Be careful not to confuse a utility vehicle with a standard car. Even if a regular car is used for work, personal use reduces its deductibility. Only vehicles designed purely for professional use, like those shown in the example below, qualify as utility vehicles.
See picture ⬇️⬇️⬇️
4. How do you encode a utility vehicle in Accountable?
Step 1: Upload the purchase invoice directly in Accountable.
Step 2: Fill in the required details by selecting the correct utility vehicle category, entering the supplier name, invoice date, and VAT rate, and confirming 100% professional usage.
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Step 3: Set up amortisation. Choose 5 years for a new vehicle, or 3 to 4 years for a second-hand vehicle depending on the mileage.
Step 4: Click "Save".
⚠️ Note: For a utility vehicle, you don’t need to enter the vehicle in Accountable.
Key takeaways
Encoding a car in Accountable requires you to first add the vehicle, then upload the purchase invoice and link them.
For a regular car, only the professional usage percentage is deductible for both VAT and income tax.
Utility vehicles (vans without rear seats used exclusively for business) are 100% deductible for VAT and income tax.
Amortisation is set at 5 years for new vehicles and 3 to 4 years for second-hand vehicles depending on mileage.
Need help? Chat with us or email support@accountable.eu, we're happy to help.