OkiOki Smart integrates with your mailbox and downloads all invoices from there. These include invoices attached to emails, invoices accessible through download links such as Telenet links, invoices on portals such as EssoCard Online and emails that are an invoice in themselves, such as from SNCB, Apple and Google.
Attached invoices
If the invoice is attached to an email, the invoice will be downloaded automatically. Nothing more, nothing less.
Invoices downloaded via a link
If the invoice can only be accessed through a download link connected to a supplier website, OkiOki will follow that link and download the invoice.
Invoice access through a link with login
If the invoice is on a supplier website with login, OkiOki will log in and download the invoice.
Email conversion to payment receipt
If no invoice is available, but the email itself is the invoice or purchase receipt, OkiOki will save the email as a PDF.
You can also add documents manually. You can use the OkiOki app to digitise your paper receipts and invoices.
But you can also use your office scanner or favourite scanning app to scan and digitise your VAT receipts and then easily send them to OkiOki.
You can always email them to your personal OkiOki email address or drop them in a cloud storage folder you have linked to OkiOki.
Photograph
You can take a picture of paper invoices or receipts using the OkiOki web app.
Forward to your OkiOki email address
You receive a personal OkiOki email address. Everything you send to it ends up in OkiOki.
Cloud storage
OkiOki integrates with Dropbox, OneDrive and Google Drive. Place the invoice in your cloud storage and OkiOki will retrieve it from there.
Upload
You can always upload your invoices manually.
OkiOki creates a QR code for each invoice that you can view on your tablet or computer.
You can then use your banking app on your smartphone to scan this code and a wire transfer will be prepared for you with all the details filled in.
OkiOki not only helps you collect documents, but also automatically forwards them to your accountant. And by this we mean all your documents. Thanks to its links to your bank account(s) and credit card(s), OkiOki shows you which documents you are still missing at all times. This means that your administrative records are always 100% up to date.
Everything from Start +
And so many more smart features to automate your administrative workflows
25 documents/m
1 bank account
1 mailbox
1 cloud storage folder
€0.50/extra document (excluding VAT)
70 documents/m
2 bank accounts
2 mailboxes
2 cloud storage folders
€0.30/extra document (excluding VAT)
200 documents/m
3 bank accounts
3 mailboxes
3 cloud storage folders
€0.20/extra document (excluding VAT)
Follow the steps below:
OkiOki automatically retrieves documents from your mailbox or a folder in your cloud storage. And you can always manually add documents to OkiOki by taking a picture 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.
You can save any document you want to access anywhere and at any time and that needs to go to your accountant 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 any past documents in the mailbox, so as not to incur too many costs due to documents that may no longer be needed (because they have already been sent to your accountant).
The best way to have them added to OkiOki is to forward them to their OkiOki mailbox (XXXXXXXXXXX@okioki.app).
You now have several options for integrating your outgoing invoices in 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 what it does. There will always be documents that you want to have in OkiOki, but which may not have anything to do with your financial administration. You can 'forward' these to OkiOki in two ways:
Both are possible:
Absolutely. Many suppliers expect you to log in to their website to download your invoice. Examples are Acerta, Engie, Partena, Proximus, Velocity, etc. OkiOki also takes the hassle out of the process. 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 greatest strengths.
Note: OkiOki complies with the latest security standards. The login details you store in OkiOki are only accessible to you and OkiOki. Even the OkiOki support team does not have access to your data.
Yes, you can. There are three ways to do this:
OkiOki accepts the following file formats: bmp, gif, jpeg, pdf, png and tiff.
Depending on your OkiOki subscription plan, you have 25, 70 or 200 documents per month that you can upload in OkiOki. If you exceed this 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 the possibility to use OkiOki, there is no limit on the number of documents.
No, there is no limit to the file size. But keep in mind that heavy files take more time to upload and can therefore impact the functionality of OkiOki.
In OkiOki, you can download your documents in three different 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 set of specific documents
If you want to download a 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 the same time.
Download a complete archive
Finally, you can download all your documents by the month, quarter or year in the 'Download archive' menu.
You can download your documents by the month, quarter or year and receive them as a zip file in either PDF or UBL format.
OkiOki reads the data in your documents. This information includes the counterparty’s VAT number, company name, account numbers, amount, etc. You can use all these data as search criteria. In addition, you can also search by the messages and tags you have attached to documents. This way, you always have easy 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.
