User Guide

Four indicators are shown at the top. Revenue collected groups all invoices paid this year. The pending amount shows invoices sent but not yet settled. The overdue amount groups those past their due date. The Quotes widget shows how many are awaiting a response and how many have been accepted.

Check that your invoices are in the correct status. An invoice stays "pending" until you manually mark it as "paid". Partial credit notes also reduce the balance shown.

Quotes and draft invoices are not included in the financial statistics. Only invoices with the statuses sent, paid, overdue or credited are counted.

Click "New invoice" from the dashboard or the Invoices menu. Select your client, add your line items, check the VAT rate and save. The invoice is created as a draft first — you can edit it freely before sending.

From the invoice detail page, click "Send by email". The email goes to your client's address with the PDF attached. The status automatically changes to "Sent".

On the detail page, click "Mark as paid". A read-only transaction is automatically created in your financial register, linked to this invoice.

Technically yes, but if the invoice was already sent to the client, it is better to issue a credit note and create a corrected invoice. Editing a sent invoice without notifying the client creates accounting inconsistencies.

On the invoice form, click "Add a discount" below the line items. A line with a negative amount is added — enter the discount amount and it will be automatically subtracted from the total.

The QR code displayed at the bottom of your PDF invoices is an EPC QR code (European Payments Council), standardised for bank transfers across Europe. Your client can scan it with their banking app to trigger a pre-filled transfer with your IBAN, the exact amount and the invoice structured communication. No manual entry, no risk of copy-paste errors. Compatible with most Belgian, Dutch and European banking apps.

From the invoice list, click "New deposit" (orange button). Create the deposit invoice with the upfront amount, send it to your client and mark it as paid. Once paid, a "Create balance invoice" button appears. Clicking it automatically generates a new invoice with a negative deduction line matching the deposit amount. Simply add your service lines to complete the balance invoice. Deposits have their own numbering in the format ACP-YYYYMM0001.

No. Belgian accounting regulations require continuous numbering without gaps. Once a number is assigned, even to a draft, it cannot be removed from the sequence. Instead, you can cancel the draft by clicking "Cancel invoice" from the list, the edit form or the detail page. The invoice keeps its number and moves to Cancelled status, remaining visible in your history.

A private individual invoice is a simplified document for non-VAT-registered clients. It uses a separate numbering sequence (PART- prefix by default) and does not require a client VAT number. The PDF format is adapted for private clients, without intra-community VAT references or Peppol details.

A B2B invoice targets a VAT-registered business. A private invoice targets an individual client. The main differences are a separate counter (PART- independent from the main invoices), no client VAT number, and a simplified PDF without Peppol references. Both types are included in your revenue statistics.

From the Invoices menu, open the sub-menu and click "Private invoices" then "New private invoice". The form is similar to standard invoices but without the client VAT number field. Enter the client name, add your service lines and save. The invoice receives a sequential number such as PART-0001.

Yes. From the private invoices list, a "New deposit" button (orange) is available. The process is the same as for B2B deposits — create the deposit, send it, mark it paid, then click "Create balance invoice". The balance invoice is generated automatically in the Private section with the deposit deduction pre-filled. No Peppol sending is available for private invoices.

No, for the same reason as standard invoices. Belgian numbering must be continuous and gap-free. You can cancel the draft via the "Cancel invoice" button — the number is preserved and the invoice moves to Cancelled status.

A credit note is a document that partially or fully cancels an invoice. It is the only legal way to correct or refund an invoice that has already been issued — you cannot simply delete it.

From the relevant invoice page, click "Credit note". A form opens — add only the lines to be credited. The credited amount then appears on the original invoice as a deduction.

Yes. The remaining balance due is recalculated each time by subtracting the total of all linked credit notes. You can therefore credit an invoice in several instalments.

Recurring invoicing lets you automatically generate invoices at regular intervals for your contracts and subscriptions. You set up the rule once (client, amount, frequency, start date) and Ledgerly creates the invoices automatically, without any action on your part.

Go to the Recurring invoicing menu then New rule. Select the client, the frequency (monthly, quarterly or annually), the start date and add your line items. You can set an end date or leave the rule active indefinitely. Each generated invoice receives an automatic sequential number.

From the recurring rules list, click Pause next to the rule. The rule moves to Paused status and no invoices are generated during the pause. You can reactivate it at any time — Ledgerly resumes the cycle from the next calculated due date.

From the list, click Stop and confirm. The rule moves to Ended status and no further invoices are generated. Invoices already created are kept and remain accessible. If you only want to pause temporarily, use Pause instead.

Go to the Quotes menu > New quote. The form is identical to an invoice, with an extra "Valid until" field. The quote gets a separate number based on the prefix configured in your settings.

When the client accepts, mark the quote as "Accepted" then click "Convert to invoice". All lines are copied into a new invoice with a sequential number. The quote moves to "Converted" status and remains accessible.

A quote whose validity date has passed moves to "Expired" status and a warning banner appears on its page. You can still convert it to an invoice if the client eventually accepts after the expiry date.

Yes. The quote email does not include your banking details — this is intentional, as a quote is not a payment request. The subject line and email body are also adapted accordingly.

From the quote detail page, click the link icon to generate a unique signature link. Send this link to your client by email or messaging. They access a secure page where they can read the quote, tick the "I declare I accept the terms" checkbox, add an optional handwritten signature, then click Sign and accept. The eIDAS SES (Simple Electronic Signature) is legally valid across Europe — the client's IP address and timestamp are recorded as proof. The quote automatically moves to Accepted status and you can immediately convert it to an invoice.

The Expenses module lets you record all your supplier invoices, expense notes and professional purchases. You can attach the original PDF, specify the supplier, VAT, and classify each line by cost category (telecom, rent, software...). Everything is centralised for your accountant.

Go to Expenses, click "New expense". Select a supplier (or type their name), enter the invoice date, add lines with amounts and VAT rates, then attach the PDF if you have it. Save — the expense is stored and visible in your summary.

The category is the accounting cost type, office supplies, telecom, software, rent... It is used to generate the annual summary by cost type, useful for your accountant and your tax return. It is entered on each line of the expense.

In the Expenses module, click the "Annual summary" button. You will see the total excluding VAT, VAT and including VAT per category for the chosen year, with a quarter filter (Q1 to Q4). You can also download all PDF invoices for the year as a single ZIP file for your accountant.

From the Expenses module, click "Scan a receipt". You can upload a PDF, JPEG or PNG. OCR automatically analyses the document and pre-fills the supplier, date, amount and VAT. Review the extracted information, adjust if needed and save. The original file is automatically attached to the expense.

Yes. From the Expenses module, click "Import". Download the provided Excel template, fill in your expenses (date, supplier, amount, VAT, category), then upload the file. Ledgerly validates each row and creates the corresponding expenses in one operation. Invalid rows are flagged with the error reason.

Go to the Clients menu > New client. The name is the minimum required. An email address is needed to send documents by email. The VAT number is optional but recommended for business clients.

The "Verify" button queries the European VIES service to confirm the number is valid and active. This is useful for your VAT obligations (reverse charge) and to make sure you are invoicing a business client correctly.

Peppol is a European electronic invoicing network that allows you to send and receive invoices directly within accounting systems, without manual emails or PDFs. Ledgerly is connected to Peppol via B2Brouter. If a client is registered on the Peppol network, enter their Peppol ID on their client profile to send invoices through this channel.

It lets you pre-register your usual services with their label, unit price and VAT rate. When creating an invoice, start typing in the description field to see suggestions from your catalogue.

Autocomplete from the catalogue is reserved for premium accounts. You can still manage your catalogue and use it as a reference when entering lines manually.

Yes, edit the service and select the rate from the dropdown (0%, 6%, 12% or 21%). This rate will be used by default each time you add the service to an invoice, but you can change it line by line.

Automatic transactions are created by Ledgerly when you mark an invoice as paid — they are read-only and faithfully reflect the linked invoice. Manual transactions are entered by you for expenses and income outside of invoices (rent, equipment, subscriptions...).

The listing groups all your transactions for the selected quarter and breaks them down according to Belgian VAT grids. You can export it as Intervat XML for your return on eservices.minfin.fgov.be, or as Excel for your accountant.

From the VAT listing page, two exports are available. The Excel file has three sheets: income, expenses and a VAT summary by rate. The Intervat XML export is in the official VATSENDING format, directly importable on the SPF Finances portal.

The revenue journal is a mandatory legal register for Belgian self-employed individuals under the VAT exemption scheme or simplified accounting. It records each sale with its date, description, amount excl. VAT, VAT rate and payment method. Ledgerly lets you keep it up to date easily and export it as a compliant PDF.

Go to the Revenue journal menu > New entry. Enter the sale date, a description, the amount excl. VAT, the VAT rate (exempt, 0%, 6%, 12% or 21%) and the payment method (cash, bank transfer, card or cheque). The VAT amount and the total incl. VAT are calculated automatically.

From the journal page, two PDF exports are available. The monthly export generates the register for the displayed month, with a VAT summary by rate at the bottom of the page. The annual export groups all entries for the year with annual totals. These PDFs are in the Belgian legal format, ready to be sent to your accountant or kept for a tax audit.

Yes. If you have granted accountant access (via Settings > Accountant access), your accountant can view the revenue journal in read-only mode. They can browse all entries and download PDF exports, without being able to modify or delete any data.

Equipment used over several years generates value throughout its useful life, not only in the year of purchase. Depreciation spreads the tax deduction proportionally over that period — each year you deduct the portion corresponding to actual wear. Without depreciation, deducting 3 000 € in a single year would artificially inflate your expenses and distort your accounting result. As a rule, any asset intended to be used for more than one fiscal year must be depreciated, unless it qualifies as low-value.

Article 62 of the Income Tax Code 1992 (CIR 92) sets the legal framework. It requires the straight-line method as the standard: the same amount is deducted every fiscal year over the asset's useful life. The Belgian tax authority publishes normally accepted depreciation rates by category: 33.33% per year (3 years) for IT and electronic equipment, 20% per year (5 years) for tools and vehicles, 10% per year (10 years) for furniture and fittings. Different rates are allowed but must be justified by the economic reality of the asset.

The annual allowance equals the purchase price excl. VAT divided by the number of years. Example: a laptop bought for 1 200 € excl. VAT depreciated over 3 years gives 1 200 ÷ 3 = 400 €/year. This amount reduces your taxable profit each year. The sum of all annual allowances must equal the purchase price at the end of the plan. In Ledgerly, the i button next to the Duration field calculates and shows this allowance in real time, along with a full year-by-year breakdown.

Pro rata temporis reduces the first (and possibly the last) year's allowance to the proportion of months actually elapsed. Ledgerly uses the full-month rule: depreciation starts on the 1st of the purchase month. Example: an asset bought in April (month 4) generates 9 months of depreciation in year one (April to December: 13 − 4 = 9 months), giving 400 × 9/12 = 300 €. Subsequent years receive the full 400 € allowance. If the purchase month is not January, a final partial year closes the plan and its amount is adjusted to the nearest cent so that the total equals exactly the purchase price.

The Belgian tax authority recognises three standard periods for self-employed individuals. 3 years for IT and electronic equipment: computers, laptops, tablets, smartphones, software — rapid technological obsolescence justifies a short life. 5 years for professional tools, machinery, measuring equipment and utility vehicles — mechanical wear is regular and predictable. 10 years for office furniture, fittings, and durable equipment. These periods are generally accepted without further justification. Other periods are possible if they better reflect economic reality, but must be defensible in the event of a tax audit.

When no duration is selected in Ledgerly, the asset is treated as immediately deductible: its cost excl. VAT is deducted in full in the year of purchase, with no spreading. The Belgian tax authority accepts this for low-value assets whose unit price does not exceed 1 000 € excl. VAT, such as a mouse, a cable, a small accessory, or an annual software subscription. Above 1 000 € excl. VAT, a multi-year depreciation plan is mandatory even if the asset seems minor. When in doubt, opt for depreciation — it is the safer position with the tax authority.

Net book value (NBV) is the undepreciated portion of the asset — its accounting value after subtracting all accumulated depreciation. Formula: NBV = Purchase price − Total cumulative allowances. Over time, the NBV decreases steadily until it reaches zero at the end of the plan. In Ledgerly, the detail page of each piece of equipment shows the current NBV prominently, along with a full year-by-year table: for each fiscal year you can see the months depreciated, the year's allowance, the cumulative total and the remaining NBV. Past years are shown in grey, the current year is highlighted in indigo with an EN COURS badge, and the NBV turns green when it reaches zero. A fully depreciated asset can still be used — it simply no longer generates a tax-deductible charge.

The Deadlines page lists all your sent or overdue invoices whose due date is approaching or has already passed. It gives you a clear view of what needs to be collected, with three summary cards at the top: total deadlines, upcoming amount (invoices not yet due) and overdue amount (invoices past their due date). You can filter the view to show only Upcoming, only Overdue, or all deadlines together.

Go to Settings → Company, in the Payment reminders section. Enable the checkbox "Automatic reminders enabled", then enter the delays you want: Reminder 1 (e.g. 3 days before the due date), Reminder 2 (e.g. on the due date), and the overdue follow-up delay (e.g. 7 days after the due date). These reminders are sent automatically every night — no further action is required once the settings are saved.

On the Deadlines page, each row has a "Send reminder" button. Clicking it opens a confirmation dialog with the client's name, then the email is sent immediately to the client's address. The date of the last reminder is shown in the dedicated table column, so you can see at a glance whether a client has already been contacted.

Not for automatic reminders. Ledgerly records every reminder sent (automatic or manual) with its date and delay. Before each automatic send, the system checks whether that exact reminder (same type, same delay) has already been sent for that invoice — if so, it is skipped. This ensures a client never receives the same email twice. However, if you click the manual "Send reminder" button, a new reminder is created each time regardless of history.

As soon as an invoice is set to Paid, it disappears from the Deadlines page — it is no longer awaiting payment. Automatic reminders also stop for that invoice since Ledgerly only processes invoices with the status Sent or Overdue. The history of reminders already sent remains accessible from the invoice detail page.

Go to the Bank menu and click Connect a bank. Select your institution from the list of available Belgian banks, then log in on your bank's website. You are redirected back to Ledgerly once access is granted. Your accounts and their balances appear immediately.

Every night, Ledgerly synchronises your new bank transactions. For each incoming transfer, it first looks for an invoice whose structured communication (+++xxx/xxxx/xxxxx+++) matches exactly — the most reliable method. If no reference is found but a single amount matches a pending invoice, the reconciliation is also performed automatically. In both cases the invoice is set to Paid and you receive a notification.

The structured communication is a reference in the format +++xxx/xxxx/xxxxx+++ calculated from your invoice number. It appears on your PDF and in the email sent to the client. When your client includes it in their bank transfer, Ledgerly immediately identifies the invoice and reconciles it automatically — without any action on your part.

If the structured communication is missing, Ledgerly tries to reconcile by exact amount: if only one pending invoice matches the transfer amount, the reconciliation is still automatic. If several invoices share the same amount, no automatic reconciliation is performed — the transaction appears in the To reconcile list and you can manually select the correct invoice.

From the Bank page, click the Delete button next to the connection. Access is revoked at the bank and all imported transactions linked to that connection are deleted. This action is irreversible — transactions already reconciled to invoices are not affected.

Peppol (Pan-European Public Procurement On-Line) is a standardised electronic invoicing network used across Europe. It allows invoices to be sent and received directly within accounting software, with no paper or email involved. In Belgium, businesses are identified by the prefix 0208 followed by the VAT number without the BE prefix (example: 0208:0123456789). Ledgerly is connected to Peppol via the B2Brouter provider.

From the invoice detail page (draft or sent status), click "Send via Peppol". The invoice is transmitted to the recipient identified by their Peppol ID, which is entered on the client profile. A status badge appears on the invoice once the recipient acknowledges, accepts or refuses the document. Sending via Peppol does not replace email if the client also requests it.

Suppliers registered on Peppol can send invoices directly to your Ledgerly Peppol ID. From the Invoices menu, click "Peppol inbox" then "Synchronise" to import the latest received invoices. Each received invoice appears in the list with the supplier name, amount and status. You can accept or refuse them from this interface.

Three statuses reflect the recipient's response. "Acknowledged" means the invoice was successfully received in the client's system. "Accepted" means the client confirmed the invoice is correct and commits to paying it. "Refused" means the client flagged a problem with the invoice (incorrect amount, disputed service, etc.). In case of refusal, contact your client to correct the document and resend it.

Your Peppol ID is generated automatically from your VAT number, in Settings, Company, "Peppol" section. Once your settings are saved with a valid VAT number, a Peppol account is automatically created on the B2Brouter network — no further action required. Your account status (active or pending) is displayed directly in the Peppol section of your settings. Also enter the Peppol ID of each client on their profile to send them invoices via the network.

Go to Mileage expenses and click New trip. Enter the date, departure point, destination, distance in km and the purpose of the trip. The amount is calculated automatically based on the official rate (0.4449 EUR/km for 2026). You can also link the trip to a client.

The FPS Finance publishes the applicable rate for business trips in a personal car each year. For 2026 this rate is 0.4449 EUR/km. It covers vehicle depreciation, insurance, fuel and maintenance. No fuel receipts are needed, only the distance matters.

You enter the distance in km directly in the form. There is no automatic route calculation. You can measure the distance via Google Maps or your usual GPS before entering it. If you regularly make the same trip, note it once and use that distance each time.

Yes. From the Mileage expenses page, a monthly PDF export and an annual export are available. These documents list all your trips with date, departure, destination, km, rate and amount. They are ready to hand over to your accountant or keep for a potential tax audit.

If you use your vehicle for both professional and private purposes, you can only deduct the professional share. This percentage, defined in your settings, is applied automatically to your mileage calculation. For example, if you drive 70% for work, only 70% of the mileage amount is deductible. This proportion must be justifiable in case of an audit.

INASTI (National Institute for the Social Insurance of the Self-Employed) manages social contributions for Belgian self-employed workers. These contributions fund your social protection: pension, family allowances, health insurance and guaranteed income in case of incapacity. As a self-employed person, you must pay them quarterly to your social insurance fund.

Contributions are calculated on your net professional income in three brackets. Bracket 1 up to 75,024.54 EUR is taxed at 20.5%. Bracket 2 from 75,024.54 EUR to 110,562.42 EUR is taxed at 14.16%. Beyond that, no additional contribution is due. A minimum amount applies if your income is low: 3,670.32 EUR per year in 2026 (1,895.36 EUR when starting out).

The INASTI module lets you simulate your contributions based on your estimated income. Enter your expected annual net income and the simulator calculates the annual total, the quarterly amount, and shows which bracket(s) you fall into. It is a cash flow planning tool, not an official calculation from your social fund.

No. You first pay provisional contributions calculated on your income from the previous 3 years. Once your actual income for the year is known (usually 2-3 years later), your social fund carries out a regularisation. If your actual income was higher, you pay a supplement. If it was lower, you get a refund. The Ledgerly simulator helps you anticipate these regularisations.

You pay your contributions to your social fund (Acerta, Partena, Xerius, UCM, Securex...) by the last day of each quarter (31 March, 30 June, 30 September, 31 December). Ledgerly does not handle payments directly, it helps you estimate and plan the amounts. To pay, use your online account on your social fund's website.

The Time tracking module lets you record your work sessions with duration, client and description. You can assign an hourly rate to each session to estimate the billable amount. A monthly and annual summary gives you an overview of your activity and time-based revenue.

On the Time tracking page, fill in the form at the top: enter the date, hours and minutes, a description, and optionally the client and hourly rate. Check the Billable box if this session will be invoiced to the client. Click Add to save the session.

At the top of the Time tracking page, the timer widget lets you measure a task duration in real time. Click Start at the beginning of your work, then Stop when you are done. The duration is automatically filled into the add form. The timer keeps running if you navigate to other pages.

The Time tracking page shows the current month by default. Use the navigation arrows to go to the previous or next month. Four indicators summarise the month: number of sessions, total hours, billable hours and estimated amount to invoice. The annual recap at the bottom shows month-by-month totals.

Not automatically for now. Time tracking is independent from the invoicing module. You can use it to track your activity, estimate your fees and prepare invoices manually based on recorded hours. An integration to generate invoices from sessions is planned for a future release.

In Settings > Company, under "Invoicing settings". Set a prefix (e.g. INV-) and choose between sequential (INV-0001) or year+month (INV-2026040001). The same setting is available separately for credit notes and quotes.

In the Logo section of the company settings. The logo appears in the header of all your PDF documents. Accepted formats: PNG, JPG or SVG, maximum 2 MB. For best results, use a file with a transparent background.

Yes, in the "PDF invoice colour" section. Six themes are available: Midnight, Slate, Ocean, Forest, Crimson and Graphite. The theme applies to the header and totals of your documents.

Check that your IBAN is filled in under Settings > Company > Banking details. If the field is empty, the wire transfer section will not appear on the PDF.

To create an invoice, three pieces of information are required: your company name, your VAT number and your IBAN. If any of these fields is missing, Ledgerly automatically redirects you to Settings > Company to fill them in before continuing. For quotes, the IBAN is not required since a quote is not a payment request.

In Settings, click Accountant access then Add access. Enter your accountant's email address — they receive an email with an access link. They can view your invoices, quotes, transactions and VAT exports in read-only mode, without being able to modify your data or create documents. They have a secure, independent access separate from your own account.

In your profile, open the "Security" tab. Three methods are available: Google Authenticator via a mobile app (recommended), email code at each login, or SMS code (requires a verified phone number).

In your profile, click "Change my email". A verification link is sent to the new address — the change only takes effect after clicking that link. Your old address remains active until the change is confirmed.

In your profile > Data & Privacy tab, click "Download" in the Personal data section. A JSON file containing your profile and login history is generated immediately. This is your right to data portability under the GDPR.

In your profile > Data & Privacy tab, use the Delete my account section. A confirmation code is sent to your email. Your personal data is anonymised but your invoices remain archived in line with accounting legal requirements.

Yes, a VAT number is required to use Ledgerly, as the service is for registered businesses only. If your number is already active, enter it during registration — it is verified in real time against the EU VIES database. If you have just set up your company and your number has not yet been assigned, tick the "VAT number pending" box: you then have 30 days to provide it.

Every new account gets 30 days of full access to Ledgerly automatically. After that period, if no subscription has been taken out, the account is suspended. Your data remains accessible once a subscription is activated.

On the login and registration pages, a FR / EN / NL / DE selector is shown in the top right corner. Once logged in, the language is the one chosen at registration. You can change it from your profile.

In your profile, open the Notifications tab. Two options are available. "Ledgerly news and tips" lets you receive product updates and advice by email. "Alert on each login" sends you a confirmation email every time a new login to your account is detected, useful for spotting unauthorised access. Enable or disable each option individually, then click "Save preferences".

In your profile, open the Subscription tab. You can see your current plan (Trial, Pro or Expert), the next billing date and your invoice history. To change plan, click "Change plan" — the list of available offers with included features appears. The change takes effect immediately.

It is an individual 30-minute phone session with Laurent, Ledgerly's founder. During the call, he personally guides you through using Ledgerly, tailored to your situation, and answers all your questions. The session takes place remotely, at a time agreed with you.

It is completely free for Expert annual plan subscribers (450 EUR/year). For other active plans, it is available at 50 EUR, 75 EUR or 100 EUR depending on your geographic zone in Wallonia, automatically calculated from your postal code. Payment is made via a secure Stripe link sent by email.

Go to the sidebar menu and click Wallonia Onboarding. First make sure your phone number is verified in your profile, as Laurent will call you on that number. Fill in the form with your availability and an optional note if you have specific questions. Laurent will contact you directly to agree on a date.

Laurent receives a notification and contacts you by phone to set the date. Once agreed, you receive an email with an .ics file for your calendar and the payment link if applicable. After payment confirmation, an invoice is automatically generated and sent to you.