Correcting a wrong VAT type in Accountable: a step-by-step guide
If you are subject to VAT but accidentally selected Franchisee in Accountable, you need to correct your VAT type as soon as possible. Using the wrong VAT type means your VAT return will not be available in Accountable, and any automatic filings by the SPF may not reflect your actual obligations. The steps to fix this depend on whether your VAT submission deadline has already passed.
No VAT return available: With the wrong VAT type set, you cannot submit your VAT return in Accountable, which can lead to delays and fines.
Automatic filing errors: The SPF automatically files your VAT return on your behalf. If the VAT type is wrong, the automatic filing will not reflect your actual VAT obligations, resulting in incorrect submissions.
Correcting your VAT type promptly avoids these problems and keeps you compliant with your VAT obligations.
⚠️ Before taking any steps, verify your VAT type on Intervat. Follow our step-by-step guide: How to verify your VAT type when setting up your account on Accountable
✨ Scenario 1: You are already late with the submission of previous quarters
Step 1: Credit note your invoices. Before taking any action, cancel all invoices created under the wrong VAT type by issuing credit notes. These credit notes must be linked to the current quarter.
Create credit notes for both revenue and expense invoices.
Make sure the credit notes mirror the original invoices (without VAT).
⚠️ Important: keep your VAT status set to "Franchisee" while creating the credit notes. Do not change your VAT status yet. Only switch to "Subject to VAT" after all credit notes have been correctly created. Changing it too early will book the credit notes under the wrong VAT status, making the correction invalid.
Expenses | Revenue |
✅ Create credit notes using the same purchase invoices | ✅ If created in Accountable, generate a credit note from the invoice |
Step 2: Upgrade your subscription. To change your VAT type, upgrade your plan from Bookkeeping (GROW) to Taxes or Max.
Step 3: Change your VAT type in settings
Go to Account > Settings > Taxes.
Change the VAT type from VAT Franchisee to Subject to VAT.
Click Save.
⚠️ Once updated, new invoices will automatically use the correct VAT type. Any invoices created under the wrong VAT type must be adjusted manually.
Step 4: Contact your clients. Before creating new invoices, discuss the correction with your clients. Your approach depends on what the client agrees to. You have two options:
Add VAT on top of the original amount: The client pays an extra 21% VAT.
Include VAT within the original amount: You absorb the VAT, reducing your net revenue.
Sales Type | Action | VAT Impact |
Business to Business (B2B) within Belgium | 🧾 Credit note + new invoice + collect VAT (or absorb VAT) | 💰 VAT must be collected from the client or absorbed within the total price. |
Business to Consumer (B2C) within Belgium | ✏️ Edit the VAT status of the "other revenue" (Advanced settings) | 💸 Absorb VAT within the total price. |
Business to Business (B2B) outside of Belgium | 🧾 Credit note + new invoice | 🌍 No VAT impact on the collected amount. |
Business to Consumer (B2C) within the EU | ✏️ Edit the VAT status of the "other revenue" (Advanced settings) | 💸 Absorb VAT within the total price. |
Business to Consumer (B2C) outside the EU | ✏️ Edit the status of the "other revenue" | 🌍 No VAT impact on the collected amount. |
Step 5: Recreate the invoices
Create new revenue and expense invoices with the correct VAT type.
Make sure these invoices are linked to the current quarter.
✨ Recap: correcting VAT type in Scenario 1 (late submission)
Step | Expenses | Revenue |
1. Credit note | ✅ Create credit notes using the same purchase invoices ✅ Link credit notes to the current quarter 📎 Add original document | ✅ If created in Accountable, generate a credit note from the invoice ✅ Link credit notes to the current quarter 📎 Add original document |
2. Upgrade subscription | 🔁 Upgrade from Bookkeeping (Grow) to Taxes or Max | 🔁 Same as for expenses |
3. Change VAT type | ⚙️ Go to Account > Settings > Taxes 🔁 Change VAT type from Franchisee to Subject to VAT 💾 Click Save | ⚙️ Same as for expenses |
4. Contact clients | (not applicable) | 📞 Inform clients of the correction 💡 Choose: add VAT on top or absorb VAT |
5. Recreate invoices | 🧾 Create new expense invoices with the correct VAT type 📌 Link them to the current quarter | 🧾 Recreate revenue invoices with the correct VAT type 📌 Link them to the current quarter |
6. Send documents | (not applicable) | 📤 Send the credit note and new invoice to the client for confirmation and payment |
⚠️ Check the table in Step 4 for the Sales Type and VAT Impact for Scenario 1.
🕒 Scenario 2: You are not late yet with the submission
Step 1: Check your client's VAT submission frequency
If the client is a quarterly VAT submitter: You can edit the invoice directly (after upgrading to Pro or Pro MAX).
If the client is a monthly VAT submitter: You must issue a credit note for the original invoice before upgrading your subscription.
Client agreement: As in Scenario 1, agree with your client on one of these two correction methods:
Add VAT on top of the original amount.
Or
Include VAT in the original total.
Step 2: Upgrade your subscription
Switch from Bookkeeping (Grow) to Taxes or MAX.
Step 3: Change your VAT type in settings
Navigate to Account > Settings > Taxes.
Change the VAT type from VAT Franchisee to Subject to VAT.
Click Save.
⚠️ Once updated, new invoices will automatically use the correct VAT type. Any invoices created under the wrong VAT type must be adjusted manually.
Step 4: Adjust past invoices
For expenses:
Go to Expenses in Accountable.
Select each invoice booked under the wrong VAT type.
Open Advanced settings, change the VAT type, and save.
For revenue tickets:
Go to Revenue > Tickets.
Select the incorrect entry.
Open Advanced settings, update the VAT type and rate, and save.
For revenue invoices:
Go to Revenue and select the incorrect invoice.
Click Edit.
Update your business info and VAT type.
Delete and re-enter the items with the correct VAT type and rate.
Save the invoice.
Sales Type | Action | VAT Impact |
Business to Business (B2B) within Belgium | 🧾 Credit note + new invoice + collect VAT (or absorb VAT) | 💰 VAT must be collected from the client or absorbed within the total price. |
Business to Consumer (B2C) within Belgium | ✏️ Edit the VAT status of the "other revenue" (Advanced settings) | 💸 Absorb VAT within the total price. |
Business to Business (B2B) outside of Belgium | 🧾 Credit note + new invoice | 🌍 No VAT impact on the collected amount. |
Business to Consumer (B2C) within the EU | ✏️ Edit the VAT status of the "other revenue" (Advanced settings) | 💸 Absorb VAT within the total price. |
Business to Consumer (B2C) outside the EU | ✏️ Edit the status of the "other revenue" | 🌍 No VAT impact on the collected amount. |
🕒 Recap: correcting VAT type in Scenario 2 (VAT submission not yet due)
Step | Expenses | Revenue |
1. Check your client's VAT submission frequency | (not applicable) | 🔍 Check your client's VAT submission frequency:
📞 Agree with your client on a correction method:
|
2. Upgrade subscription | 🔁 Upgrade from Bookkeeping (GROW) to Taxes or MAX | 🔁 Same as for expenses |
3. Change VAT type | ⚙️ Go to Account > Settings > Taxes 🔁 Change VAT type from Franchisee to Subject to VAT 💾 Click Save | ⚙️ Same as for expenses |
4. Adjust past invoices | 🧾 Go to Expenses ✏️ Open each affected invoice 🔄 Use Advanced Settings to change the VAT type 💾 Click Save | 🎫 Revenue Tickets:
🧾 Revenue Invoices:
|
⚠️ Check the table in Step 4 for the Sales Type and VAT Impact for Scenario 2.