Correcting a wrong VAT type in Accountable: A step-by-step guide
Selecting the wrong VAT type in Accountable can lead to significant issues with your tax filings. If your VAT settings are incorrect, you may face the following consequences:
No VAT return available: If your VAT type is incorrectly set, you won’t be able to submit your VAT return in Accountable, which can lead to delays and fines.
Automatic filing errors: The SPF will now automatically file your VAT return on your behalf. If the VAT type is wrong, the automatic filing may not reflect your actual VAT obligations, leading to incorrect submissions.
Correcting your VAT type promptly helps avoid these problems and ensures compliance with tax regulations.
⚠️ Before taking any steps, first verify your VAT type on Intervat. Follow our step-by-step guide here: 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, you need to 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.
Ensure the credit notes mirror the original invoices (without VAT).
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 Grow to Pro or Pro 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".
Don’t forget to click Save.
⚠️ Once updated, new invoices will be automatically use the correct VAT type. However, any invoices created under the wrong VAT type must be adjusted manually. |
Step 4: Contact your clients before creating new invoices, discuss corrections with your clients. Your approach may depend 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 – 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 Grow to Pro or Pro 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 correction💡 Choose: add VAT on top or absorb VAT |
5. Recreate invoices | 🧾 Create new expense invoices with correct VAT type
📌 Link them to current quarter | 🧾 Recreate revenue invoices with correct VAT type
📌 Link them to current quarter |
6. Send documents | (not applicable) | 📤 Send the credit note and new invoice to the client for confirmation and payment |
⚠️ Please check the table in step 4 for the Sales Type & VAT Impact for Scenario 1.
🕒 Scenario 2: You are not late yet with the submission
Step 1: Check the 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 credit note the original invoice before upgrading your subscription.
Client agreement As in Scenario 1, agree with the 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 Grow to Pro or Pro MAX.
Step 3: Change Your VAT type in settings
Navigate to Account > Settings > Taxes.
Change the VAT type
Don’t forget to click Save.
⚠️ Once updated, new invoices will be automatically use the correct VAT type. However, any invoices created under the wrong VAT type must be adjusted manually. |
Step 4: Adjust past invoices
For expenses:
Go to expenses in the app.
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 – 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 client on correction method:
|
2. Upgrade subscription | 🔁 Upgrade from Grow to Pro or Pro 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 VAT type
💾 Click Save | 🎫 Revenue Tickets:
🧾 Revenue Invoices:
|
⚠️ Please check the table in step 4 for the Sales Type & VAT Impact for Scenario 2.