As an accountant, you waste a lot of time searching for invoices. Documents are spread across all kinds of channels. As a result, you need to search, follow up, correct and remind clients of missing documents.
OkiOki takes care of the collection process for you. The app automatically retrieves purchase documents at the source, keeps files up to date and ensures that you have complete files ready for accounting and VAT declarations more quickly.
How do I receive purchase documents automatically and that are fully compliant?
Since 1 January 2026, Belgian B2B invoices must be sent via Peppol. To make this possible, your clients need to be properly registered.
OkiOki automatically registers your clients on the Peppol network. This way, their e-invoices end up directly in OkiOki, and therefore also in your accounting system. You stay up to date at all times through a single channel.
How do I help clients who are already registered with a different Peppol access point?
OkiOki can help with this. The app shows your clients the fastest and easiest way to unsubscribe.
Want to know where they are currently registered? You can find out here.
Your clients can use OkiOki as a Peppol access point. E-invoices then end up directly in OkiOki and in your accounting system. In a nutshell: a single channel, full compliance and always up to date.
How does OkiOki automatically retrieve my documents at the source?
Is the invoice attached to the email?
OkiOki downloads it automatically.
Is the invoice accessed through a download link?
It may be, for example, only accessible on the supplier’s website. OkiOki automatically follows the link and retrieves the invoice from there.
Is the invoice accessed via a supplier portal?
OkiOki automatically logs in to the portal and downloads the invoice.
Is the email itself an invoice or proof of purchase?
OkiOki automatically saves the email as a PDF.
What do I do with paper invoices or receipts?
You can simply take pictures of them using the OkiOki app. They will then automatically be stored in the right place.
What do I use my personal OkiOki email address for?
Everything you send to this address is automatically added to your OkiOki administrative workflows.
What about invoices I store in a cloud?
OkiOki connects to Dropbox, OneDrive and Google Drive and automatically retrieves your invoices from there.
Can I also upload invoices manually?
Absolutely! All common manual entries are also possible on OkiOki.
How can I easily add all other documents?
You can also easily add paper invoices, receipts and individual documents.
With OkiOki, your client can take a photograph of each document. The app automatically uploads it to the digital OkiOki file.
Does your client want to send a separate document? This can be done using their personal OkiOki email address. Everything sent to that address will automatically end up in the right place.
How do I keep files complete, clear and ready for accounting processes?
As an accountant, you face two challenges:
- Are documents received through different channels? This requires checking to avoid duplicates.
- Do documents arrive late or incomplete? This will delay the quarterly closing.
OkiOki has a solution for both. The app automatically deduplicates all documents. In addition, information is collected as much as possible at the source, ensuring that files are up to date and complete at all times.
The result: you are already ahead of the game at the start of the quarterly closing. After all, you always have the right documents
How can I be sure that the automatic collection takes place securely?
Automatic document collection requires access to sensitive data, such as mailboxes and documents. Privacy and data security are therefore essential.
That’s why OkiOki has strict rules in place in this area. The app:
- is certified to work securely with major Belgian and international email providers;
- complies with the ISO27001 information security standard;
- uses secure TLS data traffic;
- stores data encrypted in the Azure Cloud.
OkiOki is also authorised as a paying agent by the National Bank of Belgium. That provides extra reassurance.
How can I also help my clients with compliant sales invoicing?
Peppol obligations work in two directions. Your clients need to not only receive invoices via the platform, but also create and send them.
OkiOki also offers a solution for this. Offers, invoices and reminders can be created and sent with only a few clicks on a computer, laptop or smartphone.
Does your client still work with Word, Excel, PDF or an invoicing program without UBL? If so, OkiOki will convert every PDF file into a valid UBL invoice and send it directly via Peppol.
OkiOki also helps your clients to:
- correct errors with a compliant credit note;
- track their payment status;
- send timely reminders.
Clients with multiple activities or entities also keep their invoicing and accounting clear and well organised in OkiOki. Existing offers can also be converted into invoices with just one click.
|
Problems? |
OkiOki has the solution |
|---|---|
|
You spend a lot of time collecting documents from different sources. |
OkiOki automatically collects invoices and documents from your clients via Peppol, mailboxes, download links, supplier portals and cloud storage. |
|
Your client must be properly connected to the Peppol network. |
OkiOki automatically registers your client on Peppol and helps them to unsubscribe at another access point. |
|
Sometimes the email itself serves as proof of purchase. |
OkiOki automatically saves such emails as PDFs, so that these supporting documents also end up in the file. |
|
Paper invoices, receipts and individual documents are often missing from the digital file. |
Your client can take pictures using the OkiOki app, upload them manually or forward them to their personal OkiOki email address. |
|
Duplicate documents cause duplicate work. |
OkiOki takes care of deduplication and document reconciliation. |
|
Quarterly closings are delayed due to missing documents. |
OkiOki keeps files up to date for faster quarterly closing. |
|
Automatic access to documents must be secure. |
OkiOki works with ISO27001, TLS, encrypted storage in Azure Cloud and is authorised by the National Bank of Belgium. |
|
Clients need to be able to create and send compliant e-invoices. |
OkiOki lets them create and send e-invoices via Peppol. |
|
Clients still work with Word, Excel or PDF. |
OkiOki converts PDF invoices into valid UBL invoices. |
|
Sales invoices can no longer be adjusted in Peppol. |
OkiOki helps your client create a compliant credit note. |
|
Payment statuses are not adequately monitored, which can lead to cash flow problems. |
OkiOki automatically tracks payment status and sends the necessary reminders. |
|
Multiple activities, business units and fragmented data make invoicing less transparent. |
OkiOki supports multiple entities, separate invoicing and central management of items, prices, contacts and general ledger accounts. |
|
Offers and invoices require double-entry accounting. |
OkiOki converts offers into invoices with a single click. |
Schedule an OkiOki demo
- Purchase documents automatically collected at the source
- Invoices from Peppol, mailboxes, download links, supplier portals and cloud storage at a single location
- Less checking due to document deduplication and document reconciliation
- Complete files faster and ready for accounting and VAT declarations
- Secure processing with ISO27001, TLS, encrypted storage and National Bank authorisation