Accounting for freelancers and sole traders

Bookkeeping that fits between two client calls

You sell your time, not your evenings. Send every receipt by chat, invoice from your phone and hand your accountant a clean export at the end of the period.

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Where the paperwork hurts

Receipts pile up until the deadline

A coffee with a client, a train ticket, a software subscription. Small costs get lost, and at the end of the quarter you reconstruct a month from bank statements.

The VAT threshold sneaks up on you

Every EU country sets its own registration threshold in its own currency. A good year can push you over it without you noticing until the tax office writes.

Flat-rate or real expenses?

Many countries offer a simplified scheme for the self-employed. Whether it pays off depends on your real costs, and you only know that if the costs are recorded.

What Kontevia does for you

Receipts by chat

Photograph a receipt in WhatsApp or forward an e-mail. Kontevia reads the supplier, amount, VAT and date and files it under the right category.

Invoices in a minute

Create an invoice with the correct VAT treatment for your client's country, a payment QR code and your numbering, then send it as a PDF.

Threshold and deadlines

Tracking your turnover against the registration threshold and deadline reminders are planned. The free tax calendar shows the threshold and deadlines of your country today.

Hand-over to your accountant

Export everything as CSV for your accountant's software at the end of the period; Czech accountants also get Pohoda, Money S3 or ISDOC. DATEV and Odoo exports are planned.

Kontevia is in early access. Connections to national e-invoicing and clearance systems are not available yet; support is planned country by country.

By hand versus with Kontevia

Task	By hand	With Kontevia
Recording a receipt	Type it into a spreadsheet, keep the paper	Photo by chat, extracted and categorised
Issuing an invoice	Copy last month's invoice, fix the number by hand	Numbered, VAT-checked, with QR code
Watching the VAT threshold	Sum the year in your head	Planned; the threshold is in the free tax calendar today
Filing deadlines	Calendar reminders you set yourself	Planned; deadlines are in the free tax calendar today
Sending the year to the accountant	A shoebox or a shared folder	Structured export in one click

Rules that apply across the EU

Standard VAT rates differ by country, for example 19 % in Germany, 23 % in Poland and 22 % in Italy.
Each country sets its own VAT registration threshold, for example €25,000 in Germany, PLN 240,000 in Poland and €0 in Italy.
Several countries offer a flat-rate or lump-sum scheme for the self-employed (for example Italy, Poland, France, Czechia). Others, such as Germany, tax profit at the normal progressive rates.

Examples are taken from our country data for individual EU states. Pick your country from the menu to see the rules that apply to you.

Our sister product DokladBot processed 2,455 documents in its Czech pilot (Apr–Aug 2026). Kontevia runs on the same engine, extended with rules for all 27 EU countries.

Frequently asked questions

Do I need an accountant if I use Kontevia?

Kontevia keeps your records complete and structured; whether you file yourself or hand the export to an accountant depends on your country and your comfort. Many freelancers use Kontevia during the year and an accountant for the annual return.

Does Kontevia know the rules of my country?

Our country data holds the VAT rates, registration thresholds, filing periods and e-invoicing mandates of every EU country, and the free tools use it. In the app, country-specific calculations and reminders are planned; the most complete support today is for Czechia. Rules change, so confirm with your tax office before filing.

Can I invoice clients in other EU countries?

Yes. For a business customer with a valid VAT ID in another member state, Kontevia applies the reverse charge and adds the required note. You can check a client's VAT ID with our free VIES tool.