1. How to manage your client's expenses 💸
As an expert accountant, you can manage and validate your client's expenses. Here is how to do it, step by step:
1.1. Uploading expenses 📤
To upload expenses on your client's behalf:
Click on Upload expenses.
Then click on Select a file and choose one or more expenses to upload.
1.2. Creating manual expenses or credit notes 📝
To create an expense or credit note manually:
Click on the three dots (options menu) and select the relevant option.
1.3. Viewing the expense dashboard 📊
For a complete overview of your client's expenses:
Click on the chart icon to access the dashboard.
This gives you a full overview of all expenses, broken down by supplier and category.
1.4. Viewing deductible costs and quarterly overview 💼
On the left side of the page:
You will find an overview of deductible costs for the current year.
Next to it, you will see the amount for the current quarter.
1.5. Filtering expenses 🔍
To filter expenses by different criteria:
Click on the filter icon to select from the available filter options and sort expenses based on your needs.
1.6. Changing tax and VAT deductibility ⚙️
Accountable automatically sets deductible percentages for each category.
To customise these percentages, scroll down and enter the percentage you want to apply.
⚠️ A custom deductible percentage is not saved for the category. You need to enter the custom percentage each time you create a new expense.
1.7. Validating expenses ✅
After reviewing the expenses your client has entered:
You can either save and validate, or save without validating.
⚠️ Once validated, your client can no longer edit the expenses.
This is how the invoice appears in your client's account after validation.
The lock icon appears on both the expert platform and the client's interface.
1.8. How to link a payment to an expense
You can link a payment in two ways:
From the bank screen: Find the transaction and link it directly to the matching expense.
From the expense itself: After adding the expense, scroll down and click on "How was this expense paid?" Then select the matching transaction with the same amount.
2. How to manage your client's income 💰
2.1. Create a revenue invoice 🧾
To create revenue invoices on your client's behalf, follow these steps:
Click on "Create invoice".
From there, you can add a client.
Choose an existing client or create a new one.
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When adding an item to the revenue invoice:
Add a name to the item.
Optionally, add a description.
Select the right category and add the price.
You can also select from the price list, where the name, category, and price are already set up.
Once the invoice is complete, you have several options:
Save the invoice and send it to the client.
Save it and quit.
Save & prepare to send
Once the invoice is ready, click on Save & prepare to send.
To send the invoice via Peppol, click on "Send invoice via Peppol" to activate it.
To send via email, make sure the client's email address is entered first.
Save & quit
To save the invoice without sending it yet, click on Save & quit.
Status: not sent
If the revenue invoice is marked as not sent, it is a draft invoice and is not included in your client's revenue.
If the invoice was sent via an external email, mark it as sent by clicking the tick icon ✅.
Alternatively, click the email icon 📧 to send it directly to the client from Accountable.
Linking a revenue invoice to a payment
To link a payment, click on the revenue invoice and follow the steps shown.
You also have a "Quote" option, which lets you create and send quotes to your client before generating an invoice.
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Once the quote is accepted, click on "Make it an invoice" to automatically convert it into an invoice.
From the three dots menu, you also have the option to:
Import invoice
Create credit note
Import credit note
Add a non-invoice revenue (ticket)
Create a quote
Schedule a recurring invoice
Adding a non-invoice revenue:
Use this feature for over-the-counter sales without invoices, for example a doctor or physiotherapist recording revenue, or a small shop owner recording a sale. The client's name and address are not required for this type of sale. This applies to revenue under 250 euros, except for entries in a daily receipt book.
You can also use this feature to add entries from your client's daily receipt book.
For the full steps, see how to keep a cash book and a receipt book.
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2.2. Viewing the revenue dashboard 📈
For a complete overview of your client's revenue:
Click on the chart icon to access the dashboard.
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2.3. Viewing total revenue and quarterly overview 📆
On the left side of the page, you will see:
An overview of total revenue excluding VAT for the current year.
Next to it, the amount for the current quarter.
2.4. Filtering revenue 🔎
To filter revenue by different criteria:
Click on the filter icon to choose from the available filter options and sort revenue based on your needs.
2.5. Managing and editing clients 👤
To manage and edit clients:
Go to "Clients".
Search for an existing client or click on "Add a new client" to add a new one.
When adding a client, there are 3 types to choose from:
Business or organisation: for every company, self-employed person, or organisation.
Private individual or organisation without a VAT number.
Diplomat or diplomatic organisation.
2.6. Managing the price list 💼
To manage the price list:
Go to "Price list".
From there, you can view existing price lists, edit them, or add a new one.
3. Bank page overview 🏦
On this page, you can view all bank transactions linked to your client's account.
Each transaction can be:
Linked to an existing revenue or expense invoice.
Categorised manually under a suitable category (e.g., VAT payment, VAT return).
Key takeaways
As an expert accountant, you can upload, create, filter, and validate your client's expenses directly in Accountable.
Custom deductible percentages are not saved per category and must be entered each time a new expense is created.
Once an expense is validated, your client can no longer edit it. A lock icon appears on both the expert platform and the client's interface.
Revenue invoices can be sent via Peppol or email, saved as drafts, converted from quotes, or linked to bank transactions after the fact.
The bank page gives you a full view of all transactions, which you can link to existing invoices or categorise manually.
Need help? Chat with us or email support@accountable.eu, we're happy to help.
