Advyze Admin
Administrative support, in English
Running a Belgian company from an English-speaking starting point adds one problem to an ordinary one: not only is there administration, you often cannot tell which parts of it are urgent.
- One point of contact
- Reply within one to two working days
- Monthly, after a three-month minimum
The two problems, stacked
The ordinary problem
Every small business accumulates small administrative tasks: documents your accountant needs, deadlines, changes to register, statements to check. Individually trivial, collectively the thing that keeps people up at night.
The one that comes with the language
Official correspondence in Belgium follows the language of the region where your business is registered. That means a stack of envelopes in Dutch or French where you cannot distinguish a routine notice from something with a deadline and a penalty.
Translation software gets you the words. It does not tell you whether the letter matters, who sent it, what they expect, or what happens if you ignore it. That judgement is the actual work.
What we actually follow
Incoming post and email
Anything you cannot place. We tell you what it is and what happens next. What can be discarded gets discarded; what belongs with your accountant goes to your accountant.
The flow of information to your accountant
This is where it most often breaks down. Your accountant asks for something, you are busy, the request disappears into your inbox, and three weeks later the reminder arrives. We turn the request into a concrete action, collect what is needed and follow up until it is done.
Deadlines and recurring obligations
VAT returns, quarterly social security contributions, the annual accounts filing, the UBO confirmation, contract renewal dates. Not because you do not know they exist, but because tracking them is nobody's job when things are busy.
Changes to your business
A new address, an additional activity, a changed bank account. Each of those touches several institutions at once. We make the list and work through it.
Invoicing and e-invoicing
The practical side: whether your invoicing setup still works, whether your invoices are reaching customers, and whether you are correctly set up for structured e-invoicing on the Peppol network. Not the bookkeeping itself — that stays with your accountant.
Staff, if you have any
Making sure your payroll office gets the right information on time, and that what comes back is checked. Payroll calculation itself stays with them.
The question everyone asks
How is this different from my accountant?
Short version: your accountant processes your figures, Advyze makes sure they have them on time and that you understand what is being asked. The two do not overlap.
| What comes up | What Advyze does | Where it belongs |
|---|---|---|
| Keeping your books and filing tax returns | Nothing | Your accountant. A regulated profession Advyze does not practise. |
| Collecting the documents they need | We find out what is missing, request it and follow up. | You supply what only you have. |
| Understanding what your accountant is asking for | We translate the request into what you concretely need to do. | Entirely with Advyze |
| Reading and triaging Belgian correspondence | This is the core of the service. | Entirely with Advyze |
| Calculating salaries and filing payroll declarations | Nothing | Your payroll office. |
| Legal advice on a dispute | We help assemble the file and refer you on. | A lawyer. |
| Insurance advice | We put you in touch with a licensed broker. | A licensed insurance broker. |
| Noticing that something has to happen | That is what you are buying. | Entirely with Advyze |
Advyze Admin
Three levels of follow-up
The difference is how much you keep doing yourself. The full comparison, including the responsibility matrix, is on the pricing page.
from€149per monthexcl. VAT
Essential
We help when you ask.
€149/month excl. VAT
Business
Most chosenWe actively follow your administration.
€299/month excl. VAT
Plus
We act as your external back office.
€499/month excl. VAT
Common questions
Does this replace my accountant?
No, and it is not meant to. Your accountant keeps your books, files your returns and prepares your annual accounts — a regulated profession in Belgium. Advyze sits between you and them: we make sure they get what they need on time, and that you understand what they are asking. Accountants tend to be quite happy about this arrangement.
I do not have a Belgian accountant yet. Can I still start?
Yes. We will also help you find one who suits your activity and, if it matters to you, works comfortably in English. What we will not do is take over the bookkeeping ourselves, even temporarily.
Can you correspond with institutions on my behalf?
Yes, in your name and within what you have asked us to do. For some filings a formal mandate is required, which we arrange. What we cannot do is act as your legal representative or make decisions for you.
What if I only have a quiet month?
Then not much happens, and that is fine. A subscription is not a balance of hours to use up. The point is that the follow-up continues: deadlines stay monitored and open items stay visible, including in a quiet month.
Do you work with businesses that are not based in Belgium?
We work with Belgian entities and Belgian administration. If your company is registered here, your location does not matter. If you are asking about administration in another country, that is not us.
How does communication work day to day?
Email, and phone when that is faster. You get someone who knows your file rather than a queue. There is no portal to log into.
Send us whatever is sitting on your desk
A letter you cannot read, an email from your accountant, a question you have been avoiding for weeks. You will see immediately how this works — and we will know which level fits you.