Working with Ascend Accountant
How is the transition from my old accountant to Ascend Accountant going?
In accordance with ITAA's ethical rules, we are contacting your former accountant directly to inform them of the transfer and request the transfer of your file.
For your part, it is up to you to pay attention to the notice period indicated in the engagement letter of your former accountant and to inform him of your decision.
To proceed with taking over your file, we ask your former accountant to send us the following documents:
Opening accounts as of 01/01/202X (account balance as of 01/01/202X)
Purchase, sales, financial and OD journals in PDF format for all years
Customer, supplier and account histories in PDF format for all years
The amortization schedule for each year
A backup of the accounting file
How do we operate on a daily basis for the exchange of documents and communication?
Online platform (Fidmanager): We provide you, at no extra cost, with a secure platform to upload your accounting documents (in PDF format, 1 file per document) and view your upload history.
Peppol Automation: If you use our Octopus or Doccle solution with configuration, your Peppol electronic invoices are automatically transmitted to us. You do not need to upload them manually to the platform. Please note: you must still upload all documents that do not go through the Peppol network to the Fidmanager platform.
Documents to be uploaded manually: All documents that are not Peppol electronic invoices must be uploaded to the Fidmanager platform. This includes:
Invoices and receipts without VAT (insurance, fines, etc.)
Invoices and receipts from non-Belgian suppliers (France, China, etc.)
Documents that do not show your VAT number (receipts, fuel receipts, restaurant receipts, etc.)
Submission deadlines: Your documents must be sent to us before the 5th of the month or quarter following the period concerned (depending on whether your VAT return is monthly or quarterly) in order to ensure processing and filing within the legal deadlines.
VAT communication and reminders: For each VAT period (monthly or quarterly), you will receive three follow-up emails:
A first reminder to invite you to prepare and submit your documents.
A reminder of the deadline asking you to send us your documents before the 5th of the month or quarter (depending on the frequency of your VAT returns) in order to comply with the legal deadline.
A confirmation email will be sent after you submit your VAT return, indicating the exact amount to pay (or to be refunded), payment instructions (IBAN, structured communication, QR code) as well as a detailed summary of the evolution of your turnover and purchases.
Other channels: Routine communication takes place via email ( info@ascendaccountant.com ) or telephone (0499 31 42 24). Meetings, either in the office or remotely, are arranged for reviews and specific requests.
What online tools or applications do you provide for my accounting?
We help you comply with the regulations on mandatory structured electronic invoicing between Belgian businesses subject to VAT (B2B) via the Peppol network. Three options are available:
Option 1 — Our solution with Octopus: Enables invoicing (sending and receiving via Peppol), access to your accounting on a computer or mobile application, and automatic transmission of your electronic invoices to our office. ( 2026 estimate: €120 excluding VAT/year ).
Option 2 — Doccle: A solution tailored for freelancers and small businesses that allows for the automatic transmission of your electronic invoices after setup. ( 2026 estimate: €4 excluding VAT/month ).
Option 3 — Your current software or another solution: You can keep your tool if it is compatible with Peppol. However, invoices will need to be manually uploaded to our Fidmanager platform.
How are your fees determined?
Pricing structure: Fees are set out in the engagement letter as a monthly or quarterly flat rate, calculated according to your status (individual or company), your volume of documents and the nature of your activity.
Services included: The package covers bookkeeping, access to the filing platform (Fidmanager), VAT returns, tax returns for individuals or companies, as well as the annual update of the UBO register.
External software costs: Subscriptions to billing or accounting software (e.g., Octopus, Doccle) are set by their respective publishers and are not included in our accounting package.
Specific services: Exceptional missions (financial plans, amendments to articles of association, etc.) are subject to a prior quote or separate pricing.
How often do we discuss my financial and tax situation?
At each VAT due date: In addition to your VAT return, you receive a comparative analysis of your sales and purchases compared to the previous year. This is also an opportunity to adjust your social security contributions and advance tax payments.
Annual review: When closing the accounts, we review the accounts to be published and provide you with an estimate of corporate tax payable.
On request: We remain available throughout the year to analyze the overall financial situation of your company or to respond to your investment projects.
Do you offer dedicated support if I receive a tax audit?
Yes. In the event of an audit by the FPS Finance:
We communicate with the inspector and represent you during the parts verification.
We prepare and substantiate all required documents (cash book, mileage log, expense receipts).
In case of dispute, we analyze the remarks, draft the response to the notice of correction and defend your case.