All frequently asked questions about OkiOki

OkiOki is a Maori word that means ' Feeling relaxed '. And with OkiOki, we want to offer that relaxed feeling to every entrepreneur when it comes to their financial administration. That’s why we say “I’m feeling OkiOki today” or “I feel completely OkiOki today”.

Absolutely OkiOki knows if a document has remained unpaid and which documents have not yet reached your accountant. Together with OkiOki, you can put an end to unpaid invoices, late payment fines or missed VAT deductions. What’s more, OkiOki saves you a lot of time. And time is money. And the personal time you spend every quarter on your administrative workflows, rather than on life’s little pleasures, is even more precious.

OkiOki is now compatible with any accounting software and any accountant as long as they can provide you with an accounting software email address or sFTP access. Adsolut, Clearfacts, Exact Online, Expert/M, Horus, Octopus, Sage Bob, Winbooks and Yuki are just some of the compatible programs. And if your accountant can't offer you this or if they still work on paper, you can download your documents in OkiOki and send them to your accountant.

No, OkiOki is not an accounting program. We actually prefer to call it pre-pre-accounting. First and foremost, OkiOki is an assistant that helps entrepreneurs keep on top of their administrative workflows. It also takes care of forwarding administrative documents to the accountant, allowing them to update the file more quickly and provide better advice.

No, because OkiOki always requires the use of a VAT number.

No, OkiOki does not file a tax return, but it helps you and your accountant to file the return on time by providing your documents in full to your accountant as soon as possible.

Yes! In OkiOki, you can not only see sales invoices that you have added yourself or that OkiOki has found for you. You can also create and send invoices yourself in OkiOki. This can be done in a few simple steps:

1. Go to your menu, click on 'Documents' and then on 'Sales invoices'.
2. On this page, click on 'New'
3. Then enter some basic data and indicate whether it is an invoice or credit note.
4. Then enter your client’s details.
5. Next, list what you are going to invoice. OkiOki automatically calculates the totals for you based on a standard VAT rate.
6. The last step is to review your payment information.

You'll then receive a preview of your invoice from OkiOki. This way, you can be sure that it's 100% correct. And then all you have to do is send your invoice. The look and feel of your invoice can also be personalised with your own logo and colours.

We also include a handy payment slip on every invoice that contains all the payment details and a QR code. This makes it easy for your clients to pay your invoice.

Once sent, OkiOki will of course also monitor the payment status for you and remind you via your to-do list if you have late payers.

At this time, OkiOki does not allow you to send automatic payment reminders for invoices. But since you can create and send invoices yourself in OkiOki, and OkiOki also has access to your current outgoing invoices, it can also keep you informed of the payment status of invoices. Because a transaction will be missing for every unpaid invoice and OkiOki tracks these for you and adds them to your to-do list.

There are several ways to import your outgoing invoices into OkiOki:

• In OkiOki, you can create and send invoices in just a few simple steps. In addition, we provide a handy payment slip with all payment information and a QR code on each invoice. This makes it easy for your clients to pay your invoice.
• If you send your invoices to your clients using the email account linked to OkiOki, OkiOki will pick them up automatically.
• If you send them via your preferred invoicing tool, you can still BCC your email address linked to OkiOki in your emails. And even then, OkiOki retrieves them.
• Do you already have your outgoing invoices somewhere in the cloud? Then link this cloud folder to OkiOki and it will automatically retrieve them.
• And if you prefer to do this manually, you can still upload documents manually into OkiOki.

OkiOki collects all links under the menu item 'Links'. To do so, follow these steps:

1. Go to your dashboard (start screen with large number)
2. Go to the hamburger menu (three horizontal lines at the top left)
3. Select 'Links'
4. Click on 'Email'
5. To link, you need the details of your email box: username, password and server settings.
6. Link your mailbox and it will now be monitored by OkiOki

The invoices that end up there are now automatically read and processed by OkiOki.

Belfius, KBC, ING and BNPPF clients can now also pay their purchase invoices in OkiOki simply by scanning the QR code. In the coming months, we will be expanding our payment functionality to include SEPA payment files. In the future, you will also be able to make direct payments with OkiOki via accounts that you have linked to OkiOki.

Yes. Because OkiOki tracks your transactions, it knows which invoices remain unpaid. Both your incoming and outgoing invoices. This way, you avoid fines for late payments and also know immediately which clients are not paying you on time.

You can therefore flag personal expenses paid from your business account or business expenses paid from your personal funds in OkiOki. This way your accountant always knows what has to be posted to the current account. Incidentally, in OkiOki, you can always add a message or 'tag' to your transaction or document for your accountant.

Your bank is the most reliable source of what really happened. If your transactions are compared to your file, you can see straight away which payments already have a document attached and which do not. This prevents gaps in your administrative workflow and reduces last-minute searches.

You will receive an up-to-date overview of your cash flows and the status of your file. More specifically, you'll be able to see the following more quickly:

• Which invoices are still open (to be paid or received)
• Which transactions are already linked to an invoice or receipt
• Which transactions are still missing a supporting document

You want to be sure of your quarter-end close: Is every amount correct and is every supporting document present?

With the bank link, OkiOki detects what is missing faster and monitors outstanding invoices better. This will provide a more complete file to your accountant and reduce the need for subsequent corrections.

You give OkiOki access to read your transactions so that it can check and complete your records. OkiOki uses this information to match invoices and to show missing supporting documents.

No. OkiOki cannot make payments, transfer money or add new beneficiaries. The link is intended for reading and checking, not for taking actions at your bank.

No, this is not yet possible. For the time being, these accounts still fall outside the PSD2 regulations and are therefore not yet shared by the banks. Credit card spending is also not yet shared by the banks.

Yes, you can stop the link at any time. From then on, OkiOki will no longer read in any new transactions. Your existing file, documents and overviews will remain visible, but they will no longer be updated automatically based on your bank.

Please follow the steps below:

1. Upload both documents into OkiOki.
2. Choose the invoice and follow… take me to the entry.
3. Under 'Documents', select the '+' icon at the top right and select the credit note.
4. Add
5. Then add a comment: 'Invoice and Credit Note without transaction'.
6. Then select 'Done' and everything will be taken care of.

OkiOki automatically retrieves documents from your mailbox or from a folder in your cloud storage. And you can always manually add documents to OkiOki by taking a photo with the OkiOki app, uploading a digital document to OkiOki or forwarding a digital document to your personal OkiOki email address.

OkiOki integrates with Gmail, Outlook, Yahoo, iCloud/me/mac.com, Telenet, Proximus, Scarlet, Skynet, Mail.be and any mailbox that supports an IMAP connection.

Any document that you’d like to be able to access anywhere, anytime, and that needs to be sent to your accountant, can be stored in OkiOki. This makes it your one-stop shop for your financial paperwork, including contracts, agreements, personal income tax certificates, etc.

We only track your email account from the moment you link it to OkiOki.

We will not search the mailbox in the past, so as not to incur too many costs due to documents that may no longer be needed (because they are already sent to the accountant in the former way).

The best way to get them into OkiOki is to forward them to their OkiOki mailbox (XXXXXXXXXXX@okioki.app).

Today, you have several options to integrate your outgoing invoices in OkiOki:

• If you send your invoices to your clients using the email account linked to OkiOki, OkiOki will pick them up automatically.
• If you send them via your preferred invoicing tool, you can still BCC your email address linked to OkiOki in your emails. And then it picks up your invoices.
• Do you already have your outgoing invoices somewhere in the cloud? Then link this cloud folder to OkiOki and it will automatically pick up the invoices again.
• And if you prefer to do this manually, you can still upload documents manually into OkiOki.

No. OkiOki uses its own intelligence to decide which emails and documents are relevant to your administrative workflows. Try it for yourself. You’ll see that it’s pretty good at it what it does. There will always be documents that you will want to keep in OkiOki, but which may have little or nothing to do with your financial records. You can 'push' it to OkiOki in two ways:

• Place it in your cloud storage folder linked to OkiOki and it will retrieve it for you.
• Send the document to your personal OkiOki email address.

Both are possible:

• Either you link a higher-level folder (and we monitor that folder and its sub-folders).
• Or you link two individual folders (and we monitor them separately, including their sub-folders).

Yes, you can. Many suppliers expect you to log in to their website to download your invoice. These include suppliers such as Acerta, Engie, Partena, Proximus, Velocity, etc. OkiOki also takes this hassle off your hands. If you entrust your username and password to OkiOki, it will log in to this website at regular intervals and download your invoices for you. This is one of OkiOki’s great strengths.

Note: OkiOki follows the latest security standards. The login details you store in OkiOki are only accessible to you and OkiOki. Not even the OkiOki support team will have access to your data.

Yes, it's possible. There are three ways to do this:

• Take a photo of the document using the OkiOki app.
• Upload an existing digital document (image or PDF) on your phone or computer to OkiOki.
• Send the document to your personal OkiOki email address.

OkiOki accepts the following file formats: bmp, gif, jpeg, pdf, png and tiff.

Depending on your OkiOki subscription plan, you can upload 25, 70 or 200 documents per month to OkiOki. If you exceed your limit, we will charge a fee per document. But you can manage as many documents in OkiOki as you want.

On the other hand, if your accountant offers you OkiOki, there is never a limit on the number of documents.

No, there is no limit to the file size. However, heavy files take more time to upload and can therefore have an impact on the functioning of OkiOki.

In OkiOki, you can download your documents in 3 ways at any time.

Download a specific document
You can download each document separately via the download feature in the document 'overflow' menu.

Download a series of specific documents
If you want to download a certain set of documents, you do so via your document list. You can select several documents at the same time and then download them. Of course, you can also search or filter in your document list and select and download all the resulting documents at once.

Download a complete archive
Finally, you can download all your documents per month, quarter or year via the 'Download archive' menu.

You can download your documents per month, quarter or year and receive them together in a zip file, both in PDF and UBL format.

OkiOki reads the data in your documents. For instance, the counterparty’s VAT number, company name, account numbers, amount, etc. You can use all these data as search criteria. You can also search for the messages and tags you have attached to a document. This way, you always have quick access to a specific document.

OkiOki has built-in logic to avoid duplicate invoices as much as possible.

OkiOki distinguishes between two types of duplicates.

• Physical duplicates: Documents that are identical in binary form. Only the first uploaded version is saved.
• Logical duplicates: Documents that have the same extracted data, such as two individual scans of the same document.  If the OCR data matches, the documents are linked together in OkiOki. If you click on it, you can see that there are two versions of the document attached. It is up to the user to decide whether they are actually duplicates (and therefore delete) or whether they are still two different invoices (i.e. disconnect).

OkiOki creates a link based on 3 criteria: the amount, counterparty and date. If two of these three criteria match, OkiOki will create the link.

Unlinked documents and transactions appear on your to-do list. There are several possible reasons why OkiOki cannot create the link and therefore needs your help.

A document may be missing for the following reasons:

• It is a paper document and you have not yet photographed and uploaded it. Typical examples are restaurant receipts and parking tickets. And some telecom or energy suppliers may also send you their invoices on paper. Then it’s time to ask for it digitally. Our how-to YouTube videos explain how to receive invoices from the main suppliers in your mailbox.
• This expenditure is not related to your business, so you do not need the document for your financial records. In that case, simply let OkiOki know that it was a 'private expense'. Your accountant will then post this expense to your current account.
• There is simply no document available. Examples are bank fees, interest or cash withdrawals. OkiOki filters them out for you as much as possible. If it ever misses one, you can always indicate that it is this type of transaction.

A transaction may be missing for the following reasons:

• The invoice has not yet been paid. Then you can set a payment reminder in OkiOki. Belfius, KBC, ING and BNPPF clients can now also pay their purchase invoices themselves in OkiOki by simply scanning the QR code.
• You have paid the business expense with private money (cash or via your personal current account). You then mark the document as paid with 'private money'. Your accountant will then post this document to your current account.
• You paid for the business expense in cash – in this case, cash that you withdrew from your business account or received from customers. In that case, OkiOki will never be able to trace the transaction and will let you know that the document was paid for with ‘Cash’.
• The document is not an invoice or a receipt and no transaction is involved, but you still want to store the document in OkiOki for archiving purposes. Examples are contracts, annual reports, etc. No problem to save it in OkiOki. You then mark them as 'No invoice or receipt'.

When a document or transaction is added, it appears in your to-do list without a colour marking.

When a transaction is automatically linked to a document, this is indicated by a 'mint-green' line. A blue/purple line appears when the link is not yet complete.

Entering instalments is not done automatically. There’s too great a risk that we’ll make a mistake that could be detrimental to our users.

What you can do is the following:

1. You have received/sent an invoice for the sum of 1,000 euros. It is in your to-do list in OkiOki (no payment matching it was found).

2. A portion of this amount (e.g. an advance) of 400 euros is paid. This transaction is also on your to-do list (after all, no document matching this amount was found).

3. You can link these two manually:

• Go to transaction
• Select 'Go to entry' from the shortcut menu
• On the detail, select the '+' icon under 'Documents'
• Select the invoice of 1,000 euros from the list
• Link it to the transaction

4. You will now return to the transaction detail (entry screen) and you will see that the document and the transaction are linked there.

You now have two options: Either you want the document to temporarily disappear from your to-do list (then you have to snooze) or you keep the document with the incomplete transaction on your to-do list.

1. If, on the entry screen, you select: 'Temporarily OK' (= Save (but not Done! yet)) then the 'Incomplete' match is on your to-do list and you can add the remaining amount when it is paid.

2. If you know when the second transaction will take place (e.g. in two weeks), you can select 'Snooze' in the top right of the detail screen. Set the period during which this document (+transaction) may be kept from your to-do list. Confirm that date, then click 'OK for now' and the document will be temporarily removed from your tasks.

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An entry is where transactions and documents are brought together when linked. You can assign messages and tags to entries so that you can easily find the corresponding transactions and documents via our search engine.

You can link the transaction via the details of your statement of expenditure:

1. Go to 'Menu'
2. Select 'Accounts and cards'
3. Choose your 'Credit Card'
4. Select the first statement of expenses
5. Scroll to 'Your credit card statement'
6. Click on 'Search transaction'

You can link the transaction there. That’s it – the card is processed.

The coloured line indicates the to-do status of your document or transaction.

• If there is no line, you haven't looked at the item yet. Such an item is always on your to-do list.
• A purple (lavender) line indicates that you have looked at the item but there is still work to be done. Such an item is on your to-do list or has been temporarily picked up if you have snoozed it or set a payment reminder.
• A green (mint) line indicates that you have processed the item completely and that it has been deleted from your to-do list.

Absolutely. Several transactions and documents can appear on an entry. To be precise, an entry can consist of:

• one transaction.
• One document.
• Multiple transactions.
• Multiple documents.
• One or more transactions combined with one or more documents.

For example, you could:

• Combine an invoice, a credit note and a transaction.
• Combine a Paypal receipt and the corresponding invoice.
• Combine one invoice, two payments and one refund, in case you paid the invoice twice.

You can add additional transactions or documents to an entry by clicking on '+ Add' next to 'Transactions’ or 'Documents', depending on what you just want to add to the entry.

If there is a document in your to-do list that you have paid with your credit card, OkiOki can only link this document to the corresponding transaction once you have received and added your credit card statement. Therefore, you will have to snooze this document for now. This means that the OkiOki will temporarily remove the document from your to-do list. When your statement of expenses is available, OkiOki will automatically link the snoozed document to the corresponding transaction.

How do you do this?

1. In your to-do list, select the document that was paid with your credit card.
2. In the context menu (the green bar) at the bottom, select 'Paid by credit card'.

This will mark the document as paid by credit card. The document will now be deleted from your to-do list and will be automatically matched to the transaction when you upload your next statement of expenses. You don't need to do anything else!

OkiOki automatically recognises some documents as credit card expenses. This will then automatically mark them as 'Paid by credit card' and snooze until your next statement is added.

OkiOki can never track business expenses that you have paid with private money (cash or via a personal bank account) via your business bank transactions. In this case, you mark the document as paid with 'private money' and your accountant can post this expense to your current account.

If your accountant has offered you OkiOki, they will also have real-time access to your data. They will then automatically receive your documents and if they need more information, they can consult your entries in OkiOki and see if you have left them a message.

If you have purchased OkiOki yourself, you can still link OkiOki to your accountant and their accounting program. You can do this via your personal email address in the accounting program or through sFTP. You decide, in consultation with your accountant. And if your accountant cannot offer you either, you can still download your documents and send them to your accountant.

Yes. If your accountant has offered you OkiOki, your accountant will have access to your data. This allows them to see which transactions and documents are linked and they can also consult your messages and tags at any time.

Yes. If your accountant has offered you OkiOki, your accountant can also see your transactions. If you have a company, your accountant will already have access to your transactions via Codabox or your account statements. If you do not have a company and you are a 'natural person' with a VAT number, your accountant will not always have access to your transactions. But insight into your transactions can help them further optimise your VAT return and give you better advice. And they can use OkiOki for this.

OkiOki translates your documents into real digital invoices (UBL files as they are also called). And it sends them directly to the accounting program via your personal email address of the program in question or via sFTP.

Some accounting software providers require you to explicitly confirm the addresses (white list) you will use to forward invoices.

If you need to do this, the sender address you need to add for OkiOki is: noreply@okioki.app

We are currently seeing that Exact Online requires you to confirm this. See this article on troubleshooting Exact’s digital mailbox.

There are two ways in which documents can reach your accountant:

OkiOki automatically forwards it
OkiOki automatically forwards your document to your accountant as soon as it recognises that the document is relevant to the accounts. This usually happens in three scenarios:

• If OkiOki can match a document with a transaction.
• If it is a sales invoice.
• If OkiOki can recognise that it is a document paid by credit card or SEPA direct debit. It then snoozes the document and forwards it to your accountant.

OkiOki will forward it after your intervention
This occurs when OkiOki is not sure whether a document can be sent to your accountant because it cannot find a transaction. Then OkiOki will put the document on your to-do list and it is up to you to indicate whether and how that invoice has been paid. As soon as you take one of the following actions, OkiOki forwards the document to your accountant:

• You set a payment reminder.
• You indicate that the document was paid by credit card, private money or cash.
• You snooze a document.

If you delete a document, OkiOki will not send it to your accountant.

You can also set it up so that your documents are only sent to your accountant when you give the go-ahead. This is useful if you have analytical accounting and, for example, you want to indicate for each document for your accountant the branch or project they may enter for this document.

Absolutely OkiOki is there to keep your paperwork in order and save you money and time. And OkiOki can still deliver your documents to your accountant via the email address in your accounting software. If your accountant cannot provide you with an email address to send the documents, you can still download your documents at the end of the quarter and send them to your accountant yourself.

There are two ways to find out:

Under the menu item 'Documents', you have a menu item 'Not sent to accountant'. So here you see the 'negative' list.

And for each document, you can also see at the bottom of the 'Document data' screen whether the document has been forwarded to your accountant. This screen can be accessed via the overflow (three dots) button on the document detail.

Yes, it's possible. All you need is a VAT number. As a natural person, using OkiOki also has its advantages. Accountants do not always have access to the transactions of natural persons, so they cannot help you track your documents. They can therefore only rely on what you provide them with, and if you forget something, they cannot enter it in your VAT return. And you lose money. OkiOki therefore monitors your transactions and ensures that all documents are available to your accountant on time.

Currently, OkiOki only allows one user per company. But you can always share a 'user' with your colleagues, so that you can work together on your administrative workflows. That’s why it’s just as handy to use a general email address as your username, such as hello@mycompany.be.

Your OkiOki account is linked to your VAT number. So two VAT numbers means two OkiOki accounts. This way you can always keep both administrative workflows neatly separated.

To use OkiOki, you must have a working internet/data connection and you must have one of the web browsers below.

The browser is the program that allows you to browse the Internet. The most common are: Google Chrome, Mozilla Firefox, Microsoft Edge (the successor to Microsoft Internet Explorer) and Apple Safari.  

Important: To link your bank account, you must meet the technical requirements of your online banking environment. Check these terms and conditions on your bank’s website.

OkiOki is tested on the latest versions of these browsers.

• Edge: the latest version of Edge (latest official version of Microsoft)
• Safari: the highest version (latest official version from Apple)
• Firefox: the latest version (latest official version of Mozilla)
• Google Chrome: the latest version (latest official version of Google)

To find out the version of your browser, open the program and click on the 'Help' tab in the menu. Next, click on 'About Edge' or 'About Firefox' or 'About Safari' or 'About Chrome'. At this point, the name and version of your browser will appear on the screen.

Recommended screen resolution: 1024 x 768 (16-bit colour depth) or higher.

Important: Always use the latest software version. Old versions of operating systems and/or browsers sometimes use outdated modules or technology. There is no support for this.

Linking a bank account is a requirement for OkiOki to function correctly.

• You must check how your bank allows you to link.
• If a bank card is not required to make a connection, you can link OkiOki without a bank card.

If the bank requires a bank card, this is currently impossible.

When you sign up to OkiOki, you must accept our privacy policy and terms of use. These policies provide a complete picture of how we handle your data. We have set up OkiOki in line with the latest security standards and comply with all rules and regulations regarding data protection and secure client authentication.

33reasons NV, the public limited company behind OkiOki, is authorised and supervised by the National Bank of Belgium as a paying agent. We are also audited annually by Google with regard to our security standards.

This means that OkiOki can process your current accounts and mailboxes in complete security and privacy and make your administrative life easier.

No, OkiOki does not currently require two-step verification or two-factor authentication.

When you log in to OkiOki, we perform various security checks, such as verifying your login details. One of the built-in checks is a 'time-' based verification between your device and our application. It has happened that the clock on a user’s device has been incorrect. In this case, our time-based check will try again, causing the application to wait.

So, if you are unable to log in to OkiOki because, after logging in, the app seems to be ‘loading’ indefinitely, this may be due to a difference between the clock on your device and the time on our server.

If this happens, do the following:

1. Close the browser that is loading OkiOki
2. Check that your clock is running correctly via: https://time.is/ 
3. If the clock is correct, try restarting OkiOki
4. If it still doesn't work, please send a message to support@okioki.be to inform us of the problem.

We are not yet integrating with Peppol. This is on our roadmap, both for incoming and outgoing invoices.

If you create your sales invoices using an online invoicing program, these programs usually allow you to add an email address to the BCC field when you send an invoice. If you put the email address of the mailbox linked to OkiOki or your OkiOki email address in BCC, OkiOki will find a copy of this email and will also automatically include your outgoing invoice.

Read here how to easily integrate OkiOki with your online invoicing software:

• Eenvoudig Factureren
• Factuursturen
• Simpla
• Comanage
• MyFact
• SimplyBooks

In addition, OkiOki also has its own invoicing module, where you can create and send invoices yourself in a few simple steps. We also include a handy payment slip on every invoice, containing all the payment details and a QR code. This makes it easy for your clients to pay your invoice.

We are not currently integrating with Codabox. OkiOki collects your transactions directly from your bank via the open banking PSD2 protocols.

Currently, VDK bank’s PSD2 API only supports personal accounts. Accounts for non-natural persons will be supported from the third quarter of 2021.