Create a sales invoice

Step 1: Go to "Revenue"

Start by heading to the "Revenue" section. This is where you can manage all your sales invoices and other types of revenue.

Accountable Web	Mobile app

Step 2: Create the invoice

a) From the mobile app: Tap the "+" icon on the main interface and select "Create new invoice".

b) From Accountable Web: Go to the "Income" section and click "Create invoice" to start the process.

Step 3: Select or create a client

The app will ask you to select a client from your saved list. If the client is not in your database yet, you can create a new one by adding the required information (name, address, VAT number, etc.).

Accountable Web	Mobile app

Step 4: Verify crucial invoice information

Once the client is selected, verify several important details before proceeding:

a) Invoice number: When creating an invoice, you must enter a unique number. This number will then automatically increment for each new invoice. You can also reset this numbering at the start of each year to stay organized.

b) Issue date: The date the invoice is generated.

c) Service date (if applicable): If your services cover a specific period, you must also indicate the date of performance.

For more info, check this article: How to create an invoice with a service period ?

d) Due date: The deadline for the invoice payment.

Step 5: Check your tax and payment information

Before finalizing the invoice, ensure your tax information (VAT number, address) and payment details (IBAN, etc.) are correctly displayed.

Notes :

1)The IBAN shown on the invoice is the one you provided in your Personal Settings.

2)If you changed your VAT status during the year, verify that the VAT status applied to the invoice is correct.

From Accountable Web: Click on the area with your name to verify your VAT scheme.
From the mobile app: Tap the three dots in the upper right corner > click "Advanced settings" > Check the selected "VAT type".

Step 6: Add your first item

You can now add items to the invoice. For each article, enter:

Item name.
Detailed description.
Category.
Quantity.
Unit price.
VAT rate (unless you are exempt or under a small business scheme)
If the VAT rate is 0%, you must justify it by selecting the corresponding reason.

Tip: You can add this item to your Products & Services list to easily reuse it on future invoices.

Tip: Click on "Advanced settings" if you want to add a percentage discount or customize the unit name (e.g., days, kg, lot).

Step 7: Add the item

Once you have filled in the information, click "Add item". You can repeat this step to add as many items as you need.

Good to know: Adding items with a negative amount

You can add an item with a negative amount to your invoice. This feature allows you to reduce the total invoice amount, for example, if you are offering a global discount.

A few rules apply :

total must stay ≥ 0
positive quantities only

Other useful features

Down payment invoices: Learn how to create a deposit invoice if you receive a partial payment before delivery. How to make a down payment invoice ?
Foreign currency invoices: If you bill in a currency other than Euro (EUR), you can create an invoice in the currency of your choice. Create sales invoices in other currencies than EUR.
Add a QR code for payment: You can add a QR code to your invoice to make it easier for your clients to pay. This option is available for Belgian clients only.
Structured communication: Add a structured communication to the payment to facilitate identification, especially for bank transactions.
Instalment invoices: If you need to bill a project in several stages, you can activate the "Instalment invoices" option. How to use instalment invoices in Accountable: Step-by-step guide

Encoding other revenue without income

Sometimes, you need to record income without a formal invoice. This applies to one-off revenue, such as transactions under €250 (incl. VAT) or services to private individuals.

In these cases, a full invoice is not necessary, but you can provide a receipt or a simplified document. Ensure you comply with the tax rules applicable to these transactions.

Steps to record income without an invoice

Step 1: Number
Enter a unique ticket number in the "Number" field. This will increment automatically.

Step 2: Issue date
Enter the date the ticket was issued in the "Issued" field.

Step 3: Client (optional)
You can select a client from your list, but this remains optional.

Step 4: Name (optional)
You can add a name or description for this income in the ‘Name (optional)’ field. This field is optional, but it provides a simple way to specify what the income represents.

Step 5: Category
Select the category to which this income belongs (e.g. sale of services, sale of goods, etc.).

Step 6 : Amount
Enter the amount of income in the ‘Amount’ field. This is the amount you received.

Step 7 : VAT rate
Select the applicable VAT rate in the ‘VAT rate’ field. If your income is not subject to VAT, you can select a VAT rate of 0%.

Important to know:

No document generated: Unlike invoices, "revenue without invoice" does not generate an official document in the app. However, you can attach a receipt or another document manually.
Reporting limitations: These entries are not included in your client listing or intra-EU listing. Therefore, it is essential to create formal invoices for B2B clients to remain tax-compliant.

Summary