Deducting restaurant costs as a self-employed person in Belgium
As a self-employed person in Belgium, you can deduct restaurant costs from your taxable profit, provided you meet certain conditions. Here is what you need to know to do it correctly:
Conditions for deductibility
Business Context
You can only deduct restaurant costs if they were incurred in a business context. This means that the expenses must have been incurred during a business meeting, conference, or other professional event.
Supporting Documents
Keep all receipts and invoices that justify the expenses incurred. These supporting documents must include the date, amount, name and address of the restaurant, as well as a description of the services provided.
Participants
It must be clear who participated in the meal. You can demonstrate this, for example, by writing the names of the participants on the back of the receipt.
Tips for entering restaurant costs
1. Detailed receipts and invoices
Keep all supporting documents
Ensure that you keep all receipts and invoices relating to restaurant costs.
Details on the receipt
Check that the receipt includes the date, amount, name and address of the restaurant. Also add a brief description of the business reason for the expenses.
2. Note participants and purpose
Participants
Write the names of the people who were present on the back of the receipt or invoice, and state their business relationship to you (e.g. customer, business partner).
Purpose of the meal
Briefly note the business reason for the meal, such as ‘Lunch meeting with customer X about project Y’.
3. Stick to the deductible percentage
69% deductibility
Be aware that only 69% of restaurant costs are deductible. Enter this correctly in your accounts.
VAT not deductible
Remember that vAT on restaurant costs is not deductible, except in specifically defined situations.
4. Register your expenses accurately
Correct category
Ensure that you enter restaurant costs in the correct category in your accounts.
Regular updates
Update your accounts regularly to avoid forgetting or losing track of your expenses.
5. Limit your private expenses
Business context
Ensure that the expenses are incurred in a business context. Private meals are not deductible.
Shared meals
If a meal is both private and business-related, split the costs and only enter the business portion.
6. Reasonableness of expenses
Reasonable amount
Ensure that the expenses are reasonable and proportionate to the nature of your company and the specifically business occasion.
Excessive expenses may be rejected by the tax authorities or give rise to a tax audit!
7. Use software for your bookkeeping
Digital tools
Consider using Dexxter, the software that helps you easily register expenses and digitise supporting documents.
Mobile apps
You can also use the Dexxter mobile app to scan and save receipts immediately after your meal.
