Work hand in hand with your accountant, without the shoebox of invoices

You know the scene. The VAT deadline is approaching, and you spend an evening digging crumpled receipts out of a drawer, exporting three PDFs from one place, combing your inbox from another, before sending everything to your accountant in one block with an apologetic note. On their end, they receive a mixed bag that has to be sorted, re-keyed and sometimes completed over the phone. Nobody enjoys that moment, and yet it comes back every quarter.

The problem is almost never the accountant. It is the way information flows between you and them: in fits and starts, late, in formats that need reworking. When that flow is continuous and clean, the whole relationship changes in nature.

Why communication with your accountant gets stuck

Three habits show up with most self-employed people and small businesses in Belgium. First, everything is bundled at the end of the period instead of being passed along as it happens: the accountant discovers your activity all at once, with no perspective. Second, documents arrive as PDFs or photos, which forces them to re-type each line by hand — a source of errors and wasted time. And third, a piece is always missing: a mislaid purchase invoice, an unexplained payment, a forgotten credit note.

The result: back-and-forth, last-minute questions, and accounts that reflect your activity with several weeks of delay. In those conditions, steering your cash flow or anticipating a VAT payment is hard.

A summary sent every day, automatically

Voilo tackles the problem at its root with a daily report aimed at your accountant. You enter their address once, and every day they receive a clear email recap of what happened in your business: new sales invoices, recorded purchase invoices, payments received, credit notes issued. Nothing to export, nothing to forget, nothing to send by hand.

The benefit is less obvious than it sounds. It is not only time saved for you; above all, your accountant follows your file continuously instead of rediscovering it every three months. An anomaly is spotted the same day, not in March of the following year. And when the VAT deadline arrives, there are no surprises left: everything has already been seen, day by day.

The accounting export, whenever they need it

Some accountants work in their own software and prefer to pull your data to integrate it there. Voilo makes that possible in seconds: a complete accounting export for the period of your choice, available in UBL, PDF and CSV formats. Your accountant picks whatever fits their tools best, and you no longer have to play go-between for two programs.

The accounting export is included from the PME plan, starting at €25/month excl. VAT. You can see the full breakdown on the pricing page.

Data that is already structured, not PDFs to re-type

What makes all of this genuinely smooth is that your data leaves clean from the start. Your sales invoices are created in a structured format, and your supplier invoices received over the PEPPOL network land directly in Voilo as usable data — not an image to decipher. No more re-typing a VAT number, an amount or a rate: it is all there already, readable by your software and by your accountant's alike.

This point is becoming unavoidable: since 1 January 2026, Belgian VAT-registered businesses must exchange structured electronic invoices for their B2B transactions, and a plain PDF by email no longer suffices, as the Belgian FPS Finance and the European Commission point out. If you want to understand how Voilo handles this exchange through a certified PEPPOL Access Point, it is all explained on the PEPPOL page. PEPPOL reception, for its part, is unlimited and free, even on the free plan.

What Voilo does not do in place of your accountant

Let us be clear, because it matters: Voilo does not file your VAT return and does not replace your accountant. Its job is to hand them a clean, complete and up-to-date working base, so they can focus on what has value — advice, optimisation, tax obligations — rather than on re-keying. Your accountant stays your accountant; Voilo simply gives back the hours they used to spend reconstructing your file.

In practice, put your accountant's address in the settings, let the daily report run, and watch your next deadlines pass without a night of panic. It is the kind of automation you forget about once it is switched on — and that is exactly the point.