If you have a receipt or invoice you need to upload directly, follow these steps:
Step 1: Go to Expenses
Navigate to the “Expenses” section.
Step 2: Upload the expense
Accountable Web : Tap the “Upload new expense” button at the top right of the screen | Mobile app : You can either click on "Scan document" to take a picture of your receipt/invoice, click on "Upload from gallery" to select to picture of your document or click on "Import document" to select the PDF file to import |
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Step 3: Verify the expense details
Ensure that the information on the expense form is correct (e.g., supplier, amount, category).
Split the expense: If your invoice includes multiple items, you can split the expense into several articles.
Verify the VAT Rate:
Be sure to check the VAT rate applied to the expense.
Handling negative amounts on invoices
Invoices may sometimes include negative amounts due to:
Refunds: Issued for overpaid services or returned products.
Returned Deposits: For items like bottles or other refundable deposits.
Invoice Adjustments: Such as credits or discounts applied after the initial invoice.
You can encode articles with negative amounts by simply putting a "-" sign in front of the amount.
If you don’t have your receipt or invoice available immediately, you can create an expense manually and attach the file later.
Step 1: Go to Expenses
Navigate to the “Expenses” section of the app.
Step 2: Create manual Expense
Accountable Web : Tap the “Create an expense manually” button at the top right of the screen | Mobile app : Click on "Manually input expense" |
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Step 3: Fill in the form with the expense details
Enter the details of the expense, including supplier, category, amount, and VAT rate.
Negative Amounts: If your expense includes negative amounts (such as a refund or credit), you can directly encode these negative amounts as articles in the manual entry.
Step 4: Save the Expense
Save the expense once you’ve entered all the necessary information.
Important Note: Once you have the correct file (invoice/receipt), don’t forget to attach it to the manually created expense later to keep everything in order.
You can also import expenses by forwarding emails that contain PDF invoices or receipts directly to Accountable.
Step 1: Forward the email with PDF attachment
Simply forward the email with your PDF expense attached (from the same email address you use Accountable with) to the email address [email protected] Your expenses will automatically be imported into your expense list.
Step 2: Review and validate the expense
Once your expense is imported, you can review and validate the details to ensure everything is accurate.
Important Note: If you’re registered with Peppol (with Accountable as access point for receiving invoices), you will automatically receive your invoices directly into Accountable. These will be available for review and validation in your app.
Want to learn more? Join our upcoming webinar 'From start to success: making the most out of Accountable', hosted live by one of our tax coaches to answer your questions!
And for any questions you may have, we're here to help in the chat or by email at [email protected] 😊
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Author - Sophia Merzbach
Sophia has been a key member of the Accountable team for many years, bringing a unique blend of journalistic precision and in-depth tax expertise to her work.
Who is Sophia ?Thank you for your feedback!
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Read moreThey always answer right away to any question I have, they provide clear answers, and they are very patient even when I struggle to understand. They try to explain in different ways. They are very helpful, responsive and friendly.
Chiara Marradi
10/05/2026
This is an amazing application with great support on issues. In short as in day I am addicted to it (in a positive way). I myself is from IT project management and the way they have captured the user requirement, it’s phenomenal.
Sumit Tewary
01/12/2024
UI is great. Feature packed and very easy to use. The team at Accountable were VERY quick to respond and their team of technicians soon had a fix in place. Very happy with the level of service so far. Thumbs up from me!
Dean Osborne
05/06/2023
Everything was great! All my questions were answered quickly and in a friendly manner.
Wenzeslawa Wegener
11/05/2026
This program is a lifesaver, and it is always improving. Plus, it has an AI chat feature that is actually useful.
Jeffrey Humble
12/01/2026
The coaching session on tax management was excellent, good material, excellent explanations and very insightful. Combined with the AI I never feel alone with Accountable.
Sergio Barbarino
13/04/2026
The availability of your team to help and guide people to understand their finances better is what really makes Accountable valuable. While the AI is able to give answers to most basic questions, specific scenarios need counsel from a human which your team performs beautifully.
Norma
06/04/2026
Fast and careful answers from Alina. Top service. Thank you.
Anonymous
06/04/2026
In the world where everyone seems to be out to get small entrepreneurs and overwhelm them with new rules, more taxes and reporting obligations, Accountable often feels like the one steady partner that actually wants you to succeed, providing quick, clear and personalised support. Thank you!
Janina Arsenjeva
10/04/2026
They always answer for questions wherever is via direct e-mail or through app. If they can’t answer fully they will forward you to the right place. Documents were always prepared well and ready to send further to government. Everything is intuitive in the app and easy to sort out even for someone completely green in this field.
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12/03/2026
