In Belgium, accounting is based on supporting documents. This is document accounting (mainly invoices). Conversely, there is cash accounting based solely on payments. This type of accounting does not exist in Belgium.
However, certain expenses may exceptionally be accounted for on the basis of payment.
Only for certain expenses
You must prove that you are unable to obtain the related invoice. In this case, the tax inspector will be able to hear and tolerate the deduction of the expense.
Expenses without an invoice are currently possible on BILLY :
Bank charges
Rent
Retrocession
Professional indemnity insurance
PLCI
There is not always an invoice for these expenses. You sign the lease, then pay the rent each month. You sign your insurance contract, then a direct debit deducts an amount each month, but no invoice is sent.
💡 In short, always send a document to justify an expense. As a very last resort, if you have absolutely no document and you don't receive one, you can exceptionally declare this expense from your bank account.
Avoiding duplication by using an expense with an invoice
If you categorise the expense in your accounts and at the same time import the related invoice, you will have a duplicate expense. You will then be deducting the same expense twice, exposing yourself to tax adjustments in the event of an audit.
How can I avoid having a duplicate expense? Simply use the Expense with invoice category. This category allows you to link the invoice and only record the expense from the invoice (and not from the payment).
Do you need any help? Contact our live-chat on the bottom right, we'll be delighted to help.
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