1Getting Started
Registering your account
2
Choose a plan and start your 14-day free trial. No credit card is required to start.
3
You will land on your dashboard. Your account is ready to use immediately.
Your 14-day free trial gives you full access to all features. You will not be charged until the trial ends.
2Setting Up Your Profile
Company details
1
Go to Settings from the top navigation.
2
Enter your company name and VAT number. These appear on your monthly PDF reports and VAT return.
Business profile
Your business profile helps Cato give you more accurate VAT reclaim advice tailored to your type of business.
1
In Settings, find the Business Profile section.
2
Describe your business: type of business, main activities, whether you operate commercial vehicles, whether you buy goods for resale, etc.
WhatsApp number
1
In Settings, find the WhatsApp Receipt Capture section.
2
Enter your WhatsApp number in international format, e.g. +35679123456.
3
Click Save WhatsApp Number. You are now ready to send receipts.
Meet Cato - Your Malta VAT Assistant
Cato is your built-in AI assistant, available on every page of MyAccountant. Ask him anything about Malta VAT rules, CFR return boxes, expense classification, or how to use the app.
Cato can also search the web for the latest CFR announcements, VAT deadline changes, and MTCA updates - so his answers are always current, not just from a fixed knowledge base.
What you can ask Cato
³ "Is fuel VAT reclaimable for my delivery van?"
Ë "Which CFR box does Box 39 map to?"
"What are the latest Malta VAT announcements?"
÷ "Can I attach a receipt photo for you to review?"
The Cato widget appears on every page
Cato also accepts images, PDFs and URLs as attachments - photograph a receipt and ask whether the VAT is reclaimable, paste a link to a CFR notice for an instant explanation, or upload a PDF invoice for Cato to review.
Suggested questions
When you first open Cato he offers a set of suggested questions to get you started quickly - tap any one to send it instantly.
Share Cato - no login required
The public Cato page at app.myaccountant.cc/chat gives anyone access to Cato's Malta VAT knowledge without needing a MyAccountant account. Share the link with clients or colleagues via WhatsApp or Facebook - it works on any device with no login required.
Access Cato at any time using the purple widget in the bottom-right corner of every page, or open the full-page experience via Other > Ask Cato in the navigation.
3Sending Receipts via WhatsApp
The magic feature. Photograph a receipt, send it to the MyAccountant WhatsApp number, and within 15 seconds it appears in your dashboard - supplier, amount, VAT code, expense type, all extracted automatically.
Method 1 - Photo
1
Open WhatsApp and message +356 7999 1569.
2
Tap the camera icon and photograph the receipt. Ensure it is well lit and flat on a surface.
3
Send the photo. You will receive a confirmation within 15 seconds.
Method 2 - Document Scan
1
Open WhatsApp and start a message to +356 7999 1569.
2
Tap the paperclip icon (attach).
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Choose Document, then Document Scan.
4
Hold your phone over the receipt. The scanner detects and captures it automatically.
5
Tap Send. You will receive a confirmation message within 15 seconds showing the extracted details.
If the receipt could not be read
If the image is too dark, blurry, or crumpled, re-photograph it in better light and resend. The invoice will appear in your Review queue if confidence is below 85%.
Make sure your WhatsApp number is registered in Settings before sending receipts. Only the registered number will be accepted.
4Uploading Invoices Directly
1
Click + Upload Invoice on your dashboard.
2
Click Browse Files and select your PDF or image file. Maximum size is 10MB.
3
Click Extract Invoice Data. The AI will process the file in around 10 seconds.
4
If the AI is confident (85%+), the invoice is approved automatically. Otherwise it goes to the Review queue.
Batch upload
To process multiple invoices at once, use the Batch toggle on the upload page.
1
On the upload page, switch the toggle from Single to Batch.
2
Select multiple PDF or image files.
3
Click Upload All. Each file is processed in turn. A results summary shows how many were approved, need review, or were skipped.
Duplicates are detected automatically during batch upload. If an invoice matches one already in the system (same supplier and invoice number), it is skipped and flagged in the summary.
5Forwarding Invoices by Email
Every MyAccountant account has a dedicated email address for invoice forwarding. Suppliers can send invoices directly to this address and they will be processed automatically.
1
Go to Settings and find your dedicated invoice email address.
2
Forward any invoice PDF to that address, or ask your suppliers to send invoices directly to it.
3
The invoice will appear in your dashboard within a few minutes, fully extracted.
The email address is unique to your account. Do not share it publicly.
6Reviewing and Approving Invoices
Any invoice that scores below 85% confidence, or that has ambiguous data, goes into the Review queue for your attention.
1
Click Review on the dashboard notification, or go to the Invoices section and filter by status.
2
Check all extracted fields: supplier, date, net amount, VAT rate, VAT amount, total, and expense type.
3
Edit any field that is incorrect by clicking on it.
4
The dynamic VAT calculator helps: enter the net amount and VAT rate and the VAT amount and total will calculate automatically.
5
Set the VAT reclaimable toggle as appropriate. The AI sets a default but you can override it.
6
Click Approve to confirm the invoice. It will be included in your next VAT return.
You can also reject an invoice if it was uploaded in error. Rejected invoices are excluded from all reports.
7Transaction Types and Purchase Categories
Transaction type tells MyAccountant how to treat an invoice for CFR VAT return purposes. The AI selects the most likely type but you can change it.
- Local - standard Malta purchase from a local supplier.
- EU Goods - goods acquired from another EU member state.
- EU Services - services received from an EU supplier. Reverse charge VAT applies.
- EU Capital Goods - capital assets acquired from another EU member state.
- Non-EU Reverse Charge - services received from outside the EU. Reverse charge applies.
Expense type
The AI also classifies each invoice into one of 20 expense categories (e.g. Professional Services, IT and Software, Utilities, Travel, etc.). This drives the expense breakdown in your P&L and export reports. You can change the category on any invoice.
8Month-End Report and VAT Return
MyAccountant automatically builds your complete Malta CFR VAT return from approved invoices. Go to Month-End from the navigation to view and manage it.
Viewing the VAT return
1
Go to Month-End and select the month and year using the month selector.
2
The full 45-box CFR VAT return is displayed, auto-populated from your approved invoices.
3
Any box can be manually overridden by entering a value directly.
Multi-month reports
To generate a combined report for multiple months (e.g. a full quarter), use the multi-month selector to choose the months you want to include.
Downloading your report
1
Click Download PDF to generate a professional A4 report for your accountant.
2
Click Download Excel to get a formatted .xlsx file with four sheets.
3
Click Export to Google Sheets to push the report directly to your Google Drive.
CFR quarterly deadlines: Q1 (Jan-Mar) due 15 May, Q2 (Apr-Jun) due 15 August, Q3 (Jul-Sep) due 15 November, Q4 (Oct-Dec) due 15 February.
9Invoice Out
Invoice Out is the add-on for outgoing sales invoices. It populates the output VAT section of your CFR return and enables the P&L report. Activate it from Settings for €9/month.
Uploading a sales invoice
1
Go to Invoice Out from the navigation.
2
Click Upload Sales Invoice and select your PDF or image.
3
The AI extracts the client name from the Bill To field automatically.
4
Check and edit the extracted details as needed. The dynamic VAT calculator updates totals automatically.
5
Set the transaction type: Local, EU, or Non-EU.
6
Click Approve. The invoice is added to your output VAT figures.
Batch upload
Use the Batch toggle on the Invoice Out upload page to process multiple sales invoices at once. A results summary is shown on completion.
EU and Non-EU sales
- EU sales route to Box 1 of the CFR return.
- Non-EU sales route to Box 2 of the CFR return.
Sales categories
Define your own sales categories in Settings. Each sales invoice is assigned a category, which drives the revenue breakdown in your P&L report.
10Profit and Loss
The P&L report is available when Invoice Out is active. It shows a complete income and expense picture for any selected period.
- Revenue broken down by sales category.
- Expenses broken down by expense type.
- Gross profit, output VAT, input VAT reclaimable, and net VAT position.
All invoices are included in the P&L regardless of VAT status - zero-rated items are included here even though they are excluded from the VAT return.
The P&L and VAT return complement each other. The P&L gives you the full financial picture; the VAT return gives you the compliance figures.
11Closed Periods
Once you have reviewed all invoices for a month, you can close the period. This locks the data, generates your final PDF report, and prevents any further changes to that period.
Closing a period
1
Go to the Month-End page and select the month you want to close.
2
Review all figures and make sure all invoices have been approved or rejected.
3
Click Generate Report & Close Month. A confirmation prompt will appear.
4
Confirm the action. The period is now locked and your PDF is generated and saved.
Closed periods cannot be re-opened. Make sure all invoices are correct before closing.
Late invoices
If you upload an invoice whose date falls in an already-closed period, MyAccountant detects this and prompts you. You can include the invoice in the next open period or exclude it from VAT reports entirely - it will still appear in your records and P&L.
Late invoices are flagged automatically on upload - you will never accidentally lose an invoice because a period has already been closed.
12Integrations
MyAccountant connects directly to Xero, Sage Business Cloud, Google Sheets and Microsoft Excel. Access all integrations from Other > Integrations in the navigation.
Xero
1
Go to Other > Integrations and click Connect Xero.
2
You will be redirected to Xero to authorise the connection. Log in and approve access.
3
Once connected, go to the Month-End page and click Push to Xero to send that month's approved invoices as bills into Xero.
Xero makes MyAccountant a front-end capture layer for your existing Xero workflow - no more manual data entry.
Sage Business Cloud
1
Go to Other > Integrations and click Connect Sage.
2
You will be redirected to Sage to authorise the connection. Log in and approve access.
3
Once connected, go to the Month-End page and click Push to Sage to send that month's approved invoices.
Google Sheets
Export any month's complete VAT return directly to a new Google Sheets spreadsheet in your Google Drive. Connect your Google account once from the Integrations page, then use the Export to Google Sheets button on the Month-End page.
Microsoft Excel
Download any month's complete VAT return as a formatted .xlsx file at any time from the Month-End page. No connection required - just click Download Excel.
All exports include all 45 VAT return boxes, invoice detail by VAT rate, and expense breakdown.
13Exporting Your Data
MyAccountant offers three export formats from the Month-End page, all including the complete VAT return figures.
- PDF Report - a professional report including the full VAT return layout, invoice detail by VAT rate, and expenditure breakdown. Suitable for handing directly to your accountant.
- Excel (.xlsx) - four sheets: Summary, Invoice Detail, CFR VAT Return, and Expense Breakdown. Formatted and ready for further analysis.
- Google Sheets - the same four sheets pushed directly to a new spreadsheet in your Google Drive. Requires a one-time Google account connection.
All three exports include all 45 VAT return boxes with auto-calculated and manually entered figures included.
14Add Your Accountant
Give your accountant their own secure login to view your invoices, VAT figures and reports in real time - no more emailing PDFs.
Inviting your accountant
1
Go to Settings and scroll to the Add Your Accountant section.
2
Activate the add-on for €9/month by clicking Activate for €9/month.
3
Enter your accountant's email address and click Send Invitation.
4
Your accountant will receive an email with a secure link to set up their access.
5
Once they register, they can log in and see your full account in real time.
Revoking access
1
Go to Settings and scroll to Add Your Accountant.
2
Click Remove Accountant Access. Your accountant will be notified by email immediately.
3
The €9/month add-on will be cancelled at your next billing date.
Your accountant can also remove their own access at any time from their dashboard.
15Managing Your Subscription
Plans
- Starter €19/month - up to 50 invoices, all intake channels, AI extraction, VAT categorisation, currency conversion, monthly PDF report, Malta CFR figures, full audit trail.
- Standard €29/month - everything in Starter plus unlimited invoices.
- Accountant €99/month - up to 5 client companies, unified firm dashboard, all Standard features per client.
Annual billing
Choose annual billing on the pricing page to pay for 10 months and get 12 - 2 months free.
Add-ons
- Invoice Out - €9/month: outgoing sales invoices, output VAT to CFR return, P&L report.
- Add Your Accountant - €9/month: give your accountant their own secure login.
Changing or cancelling your plan
1
Go to Settings and scroll to Subscription and Billing.
2
Click Manage Subscription to open the Stripe billing portal.
3
From there you can upgrade, downgrade, or cancel your plan at any time.
If you cancel, your account remains active until the end of your current billing period. Your data is never deleted.
For further help, use the Cato assistant on any page, or contact us at support@myaccountant.cc
