Frequently asked questions
The answers to the most common questions about NovaFisko, sorted by topic, from getting started to closing, including Peppol, offline work and security.
This page gathers the questions that come up most often. Each answer is short and refers to the page that covers the subject in detail. If you cannot find your answer, use the documentation search (/ key) or write to support.
Getting started
Who is NovaFisko for?
For accounting firms that keep the books of their clients, as well as for independent accountants. The software is organised around the firm: a team, company files, and for each company file a complete set of accounts. See the overview.
On which devices can I use it?
NovaFisko runs in a recent web browser, without installation. Desktop applications exist for macOS and Linux. The same screens and the same data are available everywhere.
In which languages?
The interface is available in French, Dutch, English and German. Each user chooses their language, and each company file has its own language for exported documents. See Appearance and language.
Which countries are supported?
Belgium is fully covered: PCMN chart of accounts, VAT codes and grids, Intervat, listings, annual accounts in the NBB model. France and Luxembourg packs provide the chart of accounts, the books and the trial balances; their tax returns are not covered yet. The Netherlands pack is coming.
Can I try it without creating an account?
Yes. An interactive demo, pre-filled with four fictitious company files, is available at demo.novafisko.com. You can enter data freely there: the data is reset every night. Actions that would have an effect outside, such as a Peppol registration, are blocked there.
How do I create my first company file?
From the list of company files, create a company file by entering the name or the enterprise number: NovaFisko completes the sheet from the official data, creates the chart of accounts, the journals, the VAT codes and the first fiscal year. See First company file.
Pricing and licence
How is the price calculated?
The price depends on the number of active company files in the month. The starter plan is paid per company file, with no base amount. The firm plan adds a monthly base amount and a degressive price per company file. The current prices and a simulator are on the Licence and pricing page.
Is the number of users limited?
You invite as many team members as necessary and you assign each of them a role and company files. See Roles and team.
What is an activation key for?
An activation key links a licence to your firm, for example as part of a pilot programme or a partnership. See Activation keys.
Bookkeeping and documents
Can I change or delete an entry?
No, and this is intentional. A posted entry is never changed or deleted, in accordance with the principle of irreversibility of entries. To correct it, you reverse it, then you enter it again. The original entry and its reversal remain visible in the books. See Entries.
Are there draft entries?
No. An entry is either saved or absent. However, imported documents wait for your validation before being booked: it is at this stage that you freely correct the account allocation.
Which files does the importer accept?
PDFs, images (photo or scan), XML electronic invoices in the UBL and CII formats, and ZIP archives that contain them. A batch can hold up to twenty files of 25 MB each at most. See Document importer.
Does the importer book by itself?
No. It reads the document, recognises the third party, suggests an account and a VAT code, then waits for your validation. Documents whose reading is uncertain are flagged as to be checked. See Document validation.
How do I avoid entering the same invoice twice?
The importer detects duplicates on import. On manual entry, the reference of the voucher, the journal, the third party and the date are used to spot a voucher that has already been recorded. The Quality tab also reports anomalies. See Quality checks.
Can I automate the entries that come back every month?
Yes, with recurring entries: rent, leasing, subscription. They are generated automatically every night when they fall due, or on demand. See Recurring entries.
Bank and third parties
How do I import my bank statements?
In CODA format, from the Bank tab or the file import connector. For a company file linked to Novadesko, the statements arrive automatically. Direct bank connections (Codabox, Ponto) are coming. See CODA statements.
What happens if a payment differs by a few cents?
During lettering, a difference lower than or equal to the maximum tolerated (1,00 € by default) is posted automatically as an expense or as income. The threshold and the accounts are set in the company settings.
How do I know whether a customer can receive invoices through Peppol?
The sheet of each third party displays its Peppol status, checked in the directory of the network. A bulk check is possible for all the third parties of a company file. See Peppol status of third parties.
VAT and closing
Does NovaFisko file the VAT return for me?
No. NovaFisko calculates the grids, carries out consistency checks and generates the XML file in the Intervat format. You file this file yourself on the Intervat portal, then you indicate in NovaFisko that the return has been submitted. See Intervat XML file.
Can I file the annual accounts with the NBB from NovaFisko?
Not directly. NovaFisko produces the annual accounts in the abbreviated or micro model as PDF and Excel, as a preparatory document. The official filing is done in the Filing application of the NBB. The generation of the XBRL file is coming. See Annual accounts.
What is the difference between locking a period and closing the fiscal year?
Locking a period prevents any entry in a month. Closing the fiscal year locks all the periods. The year end goes further: it posts the closing entry of the income statement accounts and the opening balance of the following fiscal year. See Periods and locking and Year end.
I closed too early. Can I go back?
Yes. Reopen the fiscal year from the Periods and closing dialog, reverse the closing and opening entries if a year end had been run, correct, then close again. The operation is recorded.
Is depreciation posted automatically?
The depreciation schedule is calculated automatically, but the depreciation charges are only booked at your request, per asset or for all the assets of a period. See Fixed assets and depreciation.
Peppol and integrations
My client is already on Peppol with their invoicing software. Do I have to do anything?
No. NovaFisko detects the existing registration and displays it. There is nothing to move as long as their software properly receives their invoices. See Company file already registered elsewhere.
Can I send invoices through Peppol from NovaFisko?
Not yet. Today, NovaFisko registers the company file on the network, manages its options and checks partners in the directory. The issuing of invoices and the direct arrival of received invoices in the Documents tab are coming.
Does NovaFisko change my client's data in Novadesko?
No. The connection is read-only. The only exception concerns the documents you create yourself with the importer: they can be sent to Novadesko, where they appear locked. See Novadesko integration.
Can another software package connect to NovaFisko?
Yes, through the public API: integration tokens with limited rights, complete reference documentation and webhooks to be notified of events. See the API overview.
Offline, history and security
What happens if my connection drops in the middle of data entry?
If the company file has been made available offline, you keep working. Your changes are saved on the device and sent as soon as the connection is back. See Working offline.
Two people changed the same record. Who wins?
Different fields are merged. On the same field, the highest role prevails, then the most recent change. Accounting data validated on the server always wins. See Conflicts and priorities.
I deleted a third party by mistake. Is it lost?
No. It is in the trash of the company file, restorable for 90 days by default. See Trash.
How do I know who changed an account or a third party?
Open the history of the record: each change appears there with its author, its date and the values before and after. See Change history.
Where is my data hosted?
NovaFisko announces hosting in the European Union. The precise location, the backups and the associated commitments are set out in your contractual documents. See Encryption and data protection.
How long is the data kept?
Entries, booked supporting documents and books are never purged automatically as long as the company file exists. For the legal obligation of seven years, generate and archive the complete accounting file of each fiscal year. See Retention period.
Is two-factor authentication available?
Not yet: it is coming. In the meantime, use a long and unique password and do not share an account.
Are you preparing a change of software? Start with the overview, then create a test company file from a real enterprise number: in ten minutes, you will have a chart of accounts, journals and a first fiscal year ready to receive entries.