Accountable is built to handle the specific accounting needs of healthcare professionals in Belgium. This guide covers how to encode your revenue, which expenses you can deduct, and answers to the most common questions from healthcare professionals using Accountable.

By following this guide, you'll save time, avoid common mistakes, and keep your accounting accurate while staying focused on your patients.

🌟 Prefer following a webinar?Pre-register now to receive all the details once registration officially opens.

As a healthcare professional, you have specific ways to encode your revenue in Accountable. Here is the most common approach to managing your income:

📚 For more details, see the article:
​How to encode revenue as a physical therapist or healthcare professional

In some cases, you might receive a monthly salary from a cabinet. To enter this type of self-employed income in Accountable, record the amount you receive (for example, if it corresponds to 45%) and create an invoice under Income > Create invoice with the cabinet as your customer. In that invoice, indicate the percentage you received. In the event of a tax audit, your sales (service) invoices to the medical practice will serve as justification for your income.

Accountable handles digital record-keeping, but healthcare professionals must also maintain separate, secure storage for patient records in compliance with medical privacy laws. Patient records are not typically required for tax purposes unless specifically requested during an audit.

As a healthcare professional, your services are exempt from VAT. You don't need to charge VAT or file a VAT return. In Accountable, make sure you have the correct VAT regime set: go to Settings > Taxes and update your status to Exempt from VAT if needed.

For your purchase invoices, your supplier applies the applicable VAT rate. Being exempt from VAT means you don't charge VAT on your medical services, but you still pay VAT on your purchases.

Patient visits are part of many healthcare professionals' routines. Here is how you can deduct expenses linked to your transport:

Record your professional use and keep track of your business-related mileage. Deductibility depends on your car's CO2 emissions, your percentage of professional use, and the date of purchase. Deductible expenses include fuel, insurance, maintenance and repairs, depreciation, road taxes, and parking fees.

In Accountable, add your car details and record each expense linked to your vehicle. Include the percentage of professional use. Accountable calculates the deductible amount using the formula: 120% - (0.5% x coefficient x CO2/km).

How you encode your car lease depends on your type of contract. Make sure to choose the correct category.

📚 For a detailed explanation and exact steps, see:
​Leasing, renting or buying a car: which is the best option?

To encode your Poppy or Cambio subscription in Accountable, enter one average car for the service. You can find vehicle characteristics on their websites (Poppy or Cambio). Then link all related expenses to that vehicle.

In principle, the bicycle allowance applies to employees and directors of an SRL/BV. As a self-employed person, you should deduct actual expenses. If you want to deduct the bicycle allowance as a self-employed person, contact the FPS Finance first to confirm this is possible in your situation. Once confirmed, record the total amount as a deductible expense in Accountable under Travel > Other travel costs. Create a monthly, quarterly, or annual expense entry with the mileage allowance amount and attach an Excel file as supporting documentation.

Your profession requires staying up to date with new practices. All costs related to training are deductible. Remember to include:

📚 Read more about training expense deductions on Deductibles.be.

Deductible expenses directly lower your taxable income. This means:

By reducing your tax liability, you free up funds to invest in new medical equipment, upgrade your office or clinic, or pursue additional training and certifications.

Below is a list of expenses specific to your field and the categories to use when encoding them:

If you need to share business costs with another self-employed healthcare professional, invoice your collaborator for their share of the costs. They can then deduct that amount as a business expense.

Here are answers to the most frequently asked questions:

The most suitable Accountable subscription plan for a healthcare professional who is exempt from VAT and doesn't need to submit VAT declarations is the SMALL plan.

Businesses that are not VAT-liable, because their activities are exempt from VAT, do not need to submit a customer listing. If you also carry out a VAT-liable activity (commercial: Franchise VAT or Subject to VAT), you must submit a customer listing for that part only.

Yes, you can use Accountable as a part-time healthcare professional. Accountable is designed to support various types of self-employed individuals, including those with complementary activities.

If you are a mixed VAT taxpayer and carry out some activities subject to VAT and others that are VAT-exempt, you need to clearly distinguish between the two on your VAT return to calculate your right to VAT deduction accurately. You can find more information in the Accountable guide to mixed VAT taxpayers.

As a healthcare professional, you are generally exempt from VAT for medical services. However, if you also earn income from non-medical activities, such as selling products or services for commercial purposes (mixed VAT taxpayer), you must include your VAT number and charge the appropriate VAT rate on invoices for those VAT-liable products or services.

You can use Accountable as an SRL/BV healthcare professional, but there are some important considerations. When you operate as a legal entity, your fiscal obligations differ from those of a natural person. Read more in the article Does Accountable work for limited companies (BV/SRL)?

You can enter your profession manually in the appropriate field.

Join our exclusive webinar, where we walk you through the key features, answer your questions, and help you optimise your accounting process.