Image tooltip:
Saloua El Moussaoui
Jewelry designer
Customer since 2025
Would you like to save yourself a lot of searching? Connect your mailbox to OkiOki and the software will automatically retrieve your invoices. This means that your administrative records are ready for your accountant, without you having to take any action.
Automatically collect invoices from your email?
Image tooltip:
Saloua El Moussaoui
Jewelry designer
Customer since 2025
By linking your mailbox, OkiOki can automatically retrieve invoices from your emails. These might be invoices that are:
This means you don't have to search for, download or upload these documents. OkiOki keeps your administrative records complete and up to date at all times.
As convenient as it gets. Even more so because your accountancy firm automatically receives all these documents in their accounting program. So, there is no need to forward anything.
You link your mailbox to OkiOki once. The software then automatically keeps an eye on your mailbox, looking for invoices.
Does OkiOki spot an invoice as an attachment, accessed via a download link or in an email that itself is an invoice? The tool then stores this invoice in your digital archive. You also receive a message: an invoice has to be paid.
You have full control over this. You choose which mailbox, alias or folder OkiOki can search in.
Do you want to set up a technical link, for example via Gmail, Outlook, Office 365 or another email provider? If so, follow the step-by-step instructions on this support page.
The software recognises invoices in four different ways, all of which are fully automatic.
Sometimes, OkiOki may fail to retrieve a document. There’s always a good reason for that. Find out more on this page.
The first step to linking your mailbox: select your email provider.
Do you use Gmail, Office 365, Hotmail or Outlook.com?
You will then be forwarded to Google or Microsoft. Log in there and allow OkiOki to read your mailbox.
Do you use another mailbox, such as Telenet, Proximus, iCloud or Combell?
Then connect via IMAP. Your username and password are usually sufficient.
Some providers require additional settings. Is it a highly technical process because you have to set up IMAP settings, ports or SSL, for example? The support page about linking your mailbox is sure to come in handy.
OkiOki is here to help if the link does not work right away.
OkiOki complies with strict privacy and security requirements. There is a five-fold protection belt around your data:
Would you like more specific details about data protection? You can find this information on the privacy policy and terms of use pages.
Sometimes, OkiOki does not retrieve a document automatically. This is the case when:
In all these cases, the solution is simple: add the document manually. You can do this in whatever way you prefer:
Would you prefer to forward the document to your linked mailbox? Be sure to include the word 'Invoice' in the subject line.
Do you have more questions about OkiOki? Our comprehensive Support Center offers practical guides, helpful information, and step-by-step instructions to help you get the most out of OkiOki.
Absolutely! OkiOki monitors the security of your data very strictly. Your data is protected in compliance with the ISO27001 standard. Data traffic takes place via TLS, a security protocol that banks also use. Your data is stored encrypted in the Azure Cloud. Finally, OkiOki is recognised by the National Bank of Belgium and audited as part of Google certification. You can't get better security guarantees!
Yes, and that can be quite handy, for example, if you use a separate mailbox for your invoices, work with different email addresses or receive invoices in several places.
The exact number of mailboxes you can link depends on your subscription plan. Do you work with OkiOki through your accountant? There may be other agreements that your accountant can tell you more about.
OkiOki automatically searches for documents that are important for your accounting workflows:
Yes, that means just about everything. This gives you the certainty - and convenience - that your documents are all in one place.
Usually not. OkiOki automatically collects as many invoices as possible via Peppol, your mailbox, supplier portals and cloud storage.
However, you may still have to add a document manually. These might be a paper receipt, invoice that isn't sent to your mailbox, a separate supporting document or a document that OkiOki doesn't automatically recognise.
But even adding it manually is extremely simple. This document can be simply:
It’s up to you.
Absolutely, and that comes in handy. Some suppliers do not send an invoice as an attachment, but include a download link in their email. OkiOki will follow that link and automatically download the invoice.
Is the invoice on a supplier portal? OkiOki will retrieve it. This means you don't have to log in, search and download anything personally.
That's the idea, yes. OkiOki automatically forwards your documents and related information to your accountant.
This happens throughout the entire quarter, not only at the end. In other words; your accountant receives a more complete file more quickly. This saves a lot of work and stress when closing the quarter.