The days of keeping receipts in a shoebox are now behind us. But that doesn't mean that, as an accountant, you receive all necessary documents complete and on time. You still waste time retrieving documents that are missing for VAT declarations and the quarterly closing.
This is where OkiOki comes to the rescue as your personal administrative assistant.
The app automatically tracks your clients’ documents and transactions, puts missing paperwork in a clear to-do list and contacts your client if necessary. The result? At the end of the process, you have a more complete file.
How do I receive complete files without having to send all kinds of reminders to my clients?
With OkiOki, you automatically collect all client documents in one place. This way, you receive more complete files and waste less time checking, sending emails and calling.
This helps you prevent lots of recurring questions. For example:
- Which sales invoices are missing?
- What happened with that payment from two months ago?
- Where are the credit card statements for the past quarter?
- ...
Did your client find the missing information? It is then sent through a variety of channels: by email, by regular mail, via Google Drive and so on. This is no longer necessary because everything now takes place via OkiOki.
How does OkiOki take care of my file management?
The app works like a virtual personal assistant that continuously tracks your clients’ documents and transactions. A few examples:
- Payment reminders
- Documents without payment method
- Transactions without corresponding invoice
- Missing invoices
- Unclear payments
- Missing credit card statements
Has an invoice not been paid? Is a statement or receipt missing? Is a transaction unclear? Everything that stands in the way of a complete file will automatically appear on a to-do list.
This way, your client knows where the problem lies and can take care of it right away. The follow-up is now the client's responsibility, so you can remove it from your to-do list.
An additional advantage: because the client checks off the tasks during the quarter, the quarterly closing involves a lot less work and stress for you. You start this intense period with fully up-to-date files - and can therefore work as efficiently as possible.
What does this mean for my client?
The nonchalance of clients when it comes to documents is not due to stubbornness. Often they simply don't know what’s missing or what kind of action is needed.
OkiOki’s to-do list therefore provides a welcome overview in a clearly organised manner. The app also contacts your clients in a timely manner when necessary.
This way, your clients can keep their administrative records well organised. Consequently, they avoid unnecessary costs and such headaches as fines for late payment. It goes without saying that the maximum VAT deduction is also included.
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Problems? |
OkiOki has the solution |
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You need to put time and effort into missing documents: a frustrating and time-consuming task. |
OkiOki does all that for you. |
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Your client doesn't always know what’s missing. |
OkiOki places missing documents and open tasks on a clear to-do list. |
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It is not clear how a payment was made. |
OkiOki adds unclear payments to the to-do list. |
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A credit card statement is missing. |
OkiOki asks for action to be taken when a credit card statement is missing. |
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You waste time on reminders and checking everything. |
OkiOki contacts your client when you need something from them. |
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Files are not ready for the VAT declaration and quarterly closing on time. |
OkiOki helps to deliver complete files on time, ready for VAT and the quarterly closing. |
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You discover missing documents right before the deadline at the end of the quarter. |
OkiOki maintains the to-list list during the entire quarter. This way, your client can provide all the missing documents well ahead of time. |
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Your client risks fines, late payments or missed VAT deductions. |
OkiOki helps your client pay and get paid on time and deliver documents correctly. |
Schedule an OkiOki demo
- Less time spent following up on missing documents
- A clear to-do list for your client
- Unclear payments and missing supporting documents resolved faster
- More complete files, ready for VAT and quarterly closing
- Less quarterly stress and fewer checks and reminders
Frequently asked questions about file management for accountants with OkiOki
What exactly is on OkiOki’s to-do list?
The to-do list shows your client what is still missing or incomplete.
As soon as OkiOki notices that an invoice, receipt or payment is missing, a task appears automatically. This way, your client knows exactly what needs to be done. And you receive files that are more complete without having to bother your client repeatedly.
An additional advantage: your file is always up to date during the entire quarter, not only at the end of it. And that translates into a lot less stress for you.
How are tasks generated and what types of documents are involved?
OkiOki automatically creates a task when something is missing in your client's file. For example:
- An invoice
- A delivery receipt
- A credit card statement
- Other supporting document
- Payment information
For each document, OkiOki also wants to know how it was paid. Is an invoice still open? If so, your client can pay immediately via a QR code or SEPA file.
This not only tells your client that something needs to be done, but also shows them the fastest way to the solution. For you, this means: fewer loose ends in the file and less time spent on follow-up.
How can my clients complete a task quickly?
For each task, OkiOki immediately shows the most logical action.
- Does an invoice still have to be paid? You can do this via a QR code.
- Is a supporting document missing? Your client can upload it right away.
- Can a document be archived as usual? This is also possible right away.
- Is a receipt permanently lost? Your client can indicate this.
This way, your client doesn't have to search because OkiOki shows the fastest way. Most tasks are completed in seconds. In the meantime, you can monitor progress, so that you can intervene or make adjustments if necessary.
What happens if a supporting document is permanently lost?
OkiOki also offers a solution. After all, your client can indicate that the supporting document has disappeared. This information is then automatically added to the corresponding payment in the CODA+.
So, you immediately know the status of all payments. You no longer have to waste time searching for a document that does not exist. This is better for your work efficiency and mood.
Does OkiOki really reduce the number of reminders sent by accountants?
Absolutely. With automatic reminders and smart to-do lists, your clients have a clear overview of what’s missing. They are made aware of missing documents more quickly, can respond immediately and deliver their documents on time.
This means you don't have to spend time searching for documents or reminding clients. Files are received more fully. The accounting follow-up is a much smoother process. Resulting in fewer missed deadlines and fewer reminders.