Frequently asked questions

What is your question about?

What OkiOki can do for you

Your transactions

Your documents

Matching transactions & documents

You and your accountant

Your business

Your privacy & safety

Integrations with other solutions

What OkiOki can do for you

What does OkiOki mean? Where does the name come from?

OkiOki is a Maori word meaning 'Feeling relaxed'. And that's how we would like every entrepreneur to feel about his financial administration. Hence our saying 'I'm feeling OkiOki today'.

Does OkiOki help me save money?

Oh yes. OkiOki keeps track of invoices you haven't paid yet or that haven't been paid by your clients. Doing so she will protect you from fines for late payments and helps you getting paid in time. She will help you and your accountant get your tax submission in on time avoiding costly fines from the tax authority as well. On top of that, OkiOki is also a great time saver and we all know that "time is money". Personal time spent on administration instead of on your personal life is even more valuable.

With which accountancy software does OkiOki integrate?

OkiOki is compatible with any accountancy software or with any way of working of your accountant as long as they offer you an accountancy software email address or FTP access.
Adsolut, Clearfacts, Exact Online, Expert/M, Horus, Octopus, Sage Bob, Winbooks and Yuki are just some of the compatible accountancy tools. And if they still like to work on paper, then OkiOki allows you to download your documents and send them to your accountant.

Will OkiOki replace my accounting software?

Nope, OkiOki doesn't do accounting. We would rather call it pre-pre-accounting. Because she is in the first place an assistant for you as an entrepreneur to keep your administration on track. And she takes away the hassle of prepping everything for your accountant. OkiOki does help your accountant to keep your bookkeeping up-to-date and the better your books are on-track, the better your accountant can advise you.

Does OkiOki also submit my quarterly/monthly taxes?

No, OkiOki does not do your tax submission. But she does help you to get your documents to your accountant in time.

Can I use OkiOki for my personal financial administration?

No, because OkiOki requires a VAT number at registration.

Can I send an invoice with OkiOki?

You cannot create and send invoices from within OkiOki yet. But yes, it is on our roadmap and will be available by the end of 2020.

Can I send payment reminders to my clients?

Since you can't create and send invoices with OkiOki, you cannot send payment reminders to your clients neither. You can however follow-up on the payment status of your outgoing invoices as long as you also keep them in OkiOki. Because every unpaid invoice will be missing a transaction and OkiOki keeps track of that for you.
Btw, there are multiple ways to get you outgoing invoices in OkiOki today:

  • Send them to your clients via your email address linked to OkiOki and they will be picked up automatically.
  • Send them via your favourite invoicing tool and put your linked email address in BCC and OkiOki will also pick them up.
  • If you store them already somewhere on your cloud storage, then link that cloud storage folder with OkiOki and again, OkiOki will fetch them there.
  • You can always upload them into OkiOki yourself, but hey, who wants to do that manually if OkiOki can automate it for you. ;-)

Can I make a payment with OkiOki?

You cannot make a payment via OkiOki yet. But this is an important feature we will add in the next twelve months.

Can I see which payments are overdue?

Yes. Because OkiOki follows up on your transactions, she knows when an invoice is paid or not. Both incoming and outgoing invoices. This way you can avoid fines for late payments. And you know exactly which clients still have to pay you.

How does OkiOki handle the drawings account?

Private expenses paid with business money or business expenses paid with private money can be marked as such within OkiOki. This is all your accountant needs to know in order to book them on your drawings account. Btw, in OkiOki you can always leave a comment for your accountant if you would like to give him some extra information.

Your transactions

How does OkiOki get access to my bank transactions?

OkiOki connects with your bank account via the open banking standards as described by the EU. Therefore, OkiOki's mother company 33reasons NV has obtained a 'PSD2' license from the National Bank of Belgium. This requires OkiOki to comply with strict security, safety and privacy policies with regards to the data it collects, handles and stores.
In practice you link your bank account by giving your consent from within the OkiOki app. Therefore, OkiOki will redirect you to your bank where you can give your consent via Itsme or with your bank card and bank card reader.

Which banks do you support?

OkiOki support most of the Belgian Banks: Argenta, Axa Bank, Bank J. Van Breda & C°, Belfius, BNP Paribas Fortis, CBC, Fintro, Hello bank!, ING, KBC, KBC Brussels and Keytrade.

Which type of bank accounts can I link to OkiOki?

You can only link current accounts to OkiOki.

Can I also link my savings and investment accounts to OkiOki?

No, this isn’t possible (yet). Information from savings and investment accounts falls outside of the PSD2 legislation and is therefore not shared by the banks. Even credit card transactions are not shared for the moment.

What should I do in case my bank account is not linked anymore?

The PSD2 regulations require that every user reconfirms his or her bank connection every 90 days. When reaching that deadline OkiOki will inform you and invite you to reconnect your bank account. Reconnecting your bank account follows the same procedure as connecting your bank account the first time. Therefore, OkiOki will redirect you to your bank where you can give your consent via Itsme or with your bank card and bank card reader.

Which credit cards does OkiOki support?

Today, OkiOki can recognise the Master Card and Visa credit card statements of the Bank Card Company (BCC).

Does OkiOki support prepaid credit cards?

OkiOki also recognizes prepaid credit card statements. Instead of monthly settlement transactions you only have the transactions to top up your card. You can’t link these transactions yet to your prepaid credit card statement. You can however easily keep them out of your todo list by using an automation rule. Or you can just ‘Complete’ them by adding a comment or tag.

How can I add my credit card statement to OkiOki?

If your banks sends you your statements digitally (PDF) you can add them to OkiOki in one of the following ways:

  • You can upload them via the ‘Add document’ button.
  • You can email them to your personal OkiOki email address.
  • You can let OkiOki fetch them from your linked cloud storage account.
  • If you still receive your statements on paper, you can easily photograph them with the OkiOki app via the ‘Add document’ button. Or in case you digitalise them with another scanning app or with your printer/scanner, then you can get them into OkiOki via one of the methods described above.

What if I have two credit cards linked to the same bank account?

In that case you will probably receive one statement with an overview for each card. And you will only find one settlement transaction on your bank account. We advise you to add both overviews separately to OkiOki. Because then she will recognize both cards individually and she will create an overview per credit card. You can link your monthly settlement transaction to one of the overviews.

What should I do with business transactions that are related to a private expense?

Sometimes you pay an expense with your business account, although the expense is not related to your business. In that case you would not need the invoice or receipt in your administration. But the transaction is there. So, in that you case you need to let OkiOki know that the corresponding transaction was a private expense. Your accountant will book this transaction on your drawings account.

Why can’t I delete transactions from OkiOki?

Transactions are the heartbeat of your company and OkiOki. They are the starting point for your bookkeeping and therefore can't be altered.

How can I search my transactions?

The easiest way is to navigate to the 'Transactions' page via the hamburger menu. In the search field (in the header) you can search and filter your transactions by counter party name, account number, transaction amount, comments and tags (in case you added these to your transactions via the 'booking detail'.

If you have multiple bank accounts linked to OkiOki then the 'My bank accounts and cards' page gives you a consolidated overview of all your bank transactions. Here you can also find your credit card expenses in case you added your credit card statements to OkiOki.

Can OkiOki auto-manage (monthly) recurring transactions?

Yes she can. OkiOki allows you to create automation rules to handle recurring transactions. E.g. every month you pay for your car lease.  OkiOki will handle this recurring transaction automatically and keep it away from your to-do list. You upload your car lease contract once and after setting the automation rule every related transaction is attached to it.

My accountant uses Codabox to get access to my transactions. Should I cancel my Codabox as OkiOki now has access to my transactions directly?

Nope. Your accountant still needs Codabox for reconciling your administration in his accountancy software. We are however considering two features related to Codabox.

  • If your accountant uses Codabox we could reuse the Codabox data to generate your transaction overview. The Codabox dataset still offers more (accurate) data than the banks PSD API's can offer.
  • If your accountant is not yet using Codabox, we might export your transaction data so your accountant can make use of them for reconciling your expenses.

Your documents

How does OkiOki retrieve my documents?

OkiOki can fetch documents automatically from a mailbox or a cloud storage folder. And you can always manually add document to OkiOki by snapping a photo, uploading a digital document or sending a document to your personal OkiOki email address.

Which mailboxes does OkiOki support?

OkiOki integrates with Gmail, Outlook, Yahoo, iCloud/me/, Telenet, Proximus, Scarlet, Skynet, and with every mailbox that supports an IMAP connection.

Can I only add invoices and receipts?

You can add any document to OkiOki that you would like to have available instantly and/or share with your accountant. OkiOki wants to be your one-stop-shop for your financial documents. This includes contracts, agreements, tax statements, …

How can I get my outgoing invoices in OkiOki?

There are multiple ways to get you outgoing invoices in OkiOki today:

  • Send them to your clients via your email address linked to OkiOki and they will be picked up automatically.
  • Send them via your favourite invoicing tool and put your linked email address or your personal OkiOki email address in BCC and OkiOki will also pick them up.
  • If you store them somewhere on your cloud storage, then link that cloud storage folder with OkiOki and again, OkiOki will fetch  them for you.
  • You can always upload them into OkiOki manually, but hey, who wants to do that if OkiOki can automate it for you. ;-)

Btw, by getting your outgoing invoices into OkiOki, she will follow-up on their payment status. Because every unpaid invoice will be missing a transaction. And OkiOki keeps track of that for you.

Can I choose which documents from my mailbox are picked up by OkiOki?

No. OkiOki uses her own intelligence to decide which emails and documents are relevant for your administration. Try her out. You will see that she's quite good in doing this. There are however two ways to 'push' a document to OkiOki:

  • Or you put it in a cloud storage folder. Every document in that folder will be picked up by OkiOki.
  • Or you send the document to your personal OkiOki email address.

Can OkiOki help me with invoices I have to download on a supplier portal?

Yes. Good question. Lots of suppliers expect you to login in their website to go and download your invoice. Think about Acerta, Amazon, Engie, LinkedIn, Partena, Proximus, Spotify, Velocity, … OkiOki will relieve you from that hassle as well. If you store your username and password in OkiOki, then she will go and fetch your invoices on their portals. This is one of OkiOki's key strengths today. Note: OkiOki is built with the most recent security best practices, credentials you store in OkiOki are only available to the app and to you, even the support team cannot access them.

Can I manually add documents to OkiOki?

Yes you can. There are three ways in doing so:

  • You take a picture with the OkiOki app.
  • You upload an existing document (picture/pdf) from your phone or desktop computer.
  • You send a document to your personal OkiOki email address;

Which file types can OkiOki process?

OkiOki can process the following file types: bmp, gif, jpeg, pdf, png and tiff.

Is there a limit in the number of docs I can add?

Depending of your OkiOki license, 25, 70 or 200 documents per month are included as a standard. When you go above that number then there is a cost per document that will be invoiced. But there is no physical limit. You can manage as many documents in OkiOki as you'd like.

If there an upload size limit for documents?

Nope, there is no size limit. But be aware that large files take more time to upload, so they may affect OkiOki's performance.

Can I download my documents?

You can download your documents at any time. OkiOki allows you to download your document-archive by month, quarter or year. And hey, you will receive them in both the PDF and UBL (digital invoice) formats.

How can I search my documents?

OkiOki extracts data from your documents. Think about the supplier VAT, their company name, the account numbers, the amount, … You can search your documents by these data. On top of that you can search in your comments and tags as well. This helps you in getting quick access to that specific document you are looking.

What should I do with expense documents that are business related but which I have paid with private money?

In case you have paid a business expense with private money (cash or from a personal bank account) OkiOki will never be able to trace that transaction. In that case you mark it as 'Paid with private money' and your accountant will book this expense on your drawings account.

Matching transactions & documents

How does OkiOki match documents with transactions?

OkiOki matches on 3 criteria: the amount, the counterparty and the transaction/document date. If two out of the three criteria match, then OkiOki will match the document with the transaction.

What happens if OkiOki cannot match a document with a transaction?

Unmatched documents and transactions are put on your to-do list. There are several reasons why a match might not be possible and why OkiOki will need your help.

A transaction is missing a document when:

  • You received it on paper and haven't scanned it yet. Restaurant receipts or parking ticket are a good example here. And if you still receive invoices on paper, then it's maybe time to ask your supplier to send them by email. Btw, our how-to movies on YouTube might be able to help you to receive your invoice in your mailbox.
  • The expense is not related to your business and you don't need the invoice or receipt in your administration. In that you case you need to let OkiOki now that the corresponding transaction was a private expense. Your accountant will book this transaction on your drawings account.
  • The transactions does not require a document like e.g. a bank costs/interest or cash withdrawal/deposit. OkiOki will filter those out as much as possible but in case she couldn't, you just need to let her know that it's this kind of transaction.

A document is missing a transaction when:

  • The invoice is not paid yet. OkiOki will allow you to set a payment reminder and in the future you will also be able to pay those invoices directly with the OkiOki app.
  • The expense is not paid through your business bank account. In case you have paid it with private money (cash or through a personal bank account), you'll mark it as 'Paid with private money' and your accountant will book this expense on your drawings account.
  • The expense is paid with cash coming from your business account. Cash you have withdrawn from the bank or that you have received from clients. In that case OkiOki will also not be able to find a transaction and you will have to let OkiOki know that is was paid with cash.
  • The document is not an invoice or receipt but still, you would like to keep and archive that doc in your financial administration. Think about contracts, (personal) tax documents, ...

What is a booking?

A booking is the place where documents and transactions come together when they match. You can add comments and tags to a booking for further reference or easy retrieval via our search.

I see a purple or mint coloured line on the side of my documents and transactions. What is the meaning of that line?

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

  • A white line says you haven't checked the item yet.
  • A lavender line says you have reviewed the item but there's still some work to do. It's an item in progress which is still on your to-do list or can return to your to-do list. E.g. you have snoozed the item because your waiting for a payment. After the snooze period, the item reappears on your to-do list.
  • A mint line says you have completely reviewed the item and it's not on your to-do list anymore.

Can I link multiple transactions and documents together?

Sure. On a booking you can have multiple transactions and documents. In fact a booking can consist of

  • only one transaction.
  • only one document.
  • multiple transactions.
  • multiple documents.
  • one or multiple transactions combined with one or multiple documents.

This way you can e.g. combine

  • an invoice, a credit note and a transaction.
  • a Paypal receipt with its related invoice.
  • an invoice, 2 payment transactions and a refund transaction, in case you would have paid the invoice twice.

You and your accountant

Can I give access to my accountant?

If OkiOki is offered to you by your accountant, then she/he will have real-time access to your data. They will automatically receive your documents and if they need more insight they can always consult OkiOki and check if you have left them any comments.

If you have bought your own OkiOki license, then you can still link OkiOki with your accountant and the accountancy software. You can do this by using your accountancy email address or via sFTP. For you to decide in accordance with your accountant. And if their software does not facilitate email addresses or sFTP then you can always download your document and send them to your accountant.

Does my accountant have access to my data?

Yes. If OkiOki is offered to you by your accountant, then they have access to the data in your OkiOki account. This way they can see which transactions are linked with which documents. And they can consult the comments and tags you have added.

Does OkiOki also share my transactions with my accountant?

Yes. If OkiOki is offered to you by your accountant, then they can also see your transactions. Your transactions are key for them to be able to do your bookkeeping in case you are a legal person (BV, BVBA, NV, …). If you are a natural person, then they could do without your transactions, but having insight in your transactions helps them to optimize your tax submission and to give you better advice.

How does OkiOki send documents to my accountant?

OkiOki converts your documents in real digital invoices (UBL's as they are called) and sends them directly to your accountancy (software). Via your personal accountancy email address or FTP.

When does OkiOki send my documents to my accountant?

Once OkiOki has auto matched a document with a transaction she sends it directly to the accountant. In case your input is needed, and the document is put in your to-do list, she will only send it if you 'accept' the document by reviewing it. Allowing you to delete a document before it goes to your accountant.

Can I use OkiOki if my accountant is not using OkiOki?

Sure. OkiOki is here to keep you on track. To help you save money and time. And you can still have OkiOki send your documents to your accountant via the accounting software email address. They won't see the difference. Except for the fact that they receive an UBL file and not only a PDF, which will make their life easier anyway. And if they can't offer you an email address to send it to then you can always download your documents from OkiOki at the end of the quarter and send them to your accountant yourself.

Can I see in OkiOki which documents are sent to my accountant?

There's two ways to get to know this:

  • In the menu item 'Documents' you have a sub-item 'Not sent to accountant'. This lists all documents not sent to your accountant yet.
  • For every document there is a ‘Document data’ view, where you can see the status for that specific document. You can access the "Document data" view via the overflow button on the document detail page.

Your business

Can I use OkiOki if I'm not a legal person?

Yes you can. They only thing you need is a VAT number. It even has a big advantage to do so. Accountants often don't have access to the transactions of natural persons. So, they can't help you follow up on missing documents. They will solely rely on what you send them, so if you forget to supply some info, you will often lose opportunities to deduct taxes. OkiOki follows up your transactions and helps you get the right documents at your accountant.

How many users can I have on my account?

For the moment OkiOki only offers one user per company. But you can always share your account with your colleagues so you can work together on the same administration. Of course, then it comes in handy if you use a more generic email address like as your username.

What if I have two companies?

Your OkiOki account is linked to an individual VAT number. So, if you have two companies you need two OkiOki accounts. This way you keep your administrations clearly separated.

What technical requirements must my computer/tablet/smartphone meet in order to use OkiOki?

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

The browser is the program that allows you to surf the internet. The most used 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, view those conditions on the website of your bank.

OkiOki is tested on the latest versions of these browsers.

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

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

Recommended screen resolution: 1024 x 768 (16 bit color depth) or higher

Attention! Always use the most recent software version. Old versions of operating systems and / or browsers sometimes use outdated modules or technology, there is no support for this.

Your privacy & safety

What about the privacy and safety of my data?

When you sign up for OkiOki you have to accept our privacy policy and terms of use. These policies give you a complete overview of the way we handle your data. We have set up OkiOki with the latest security practices in place and we are compliant with all rules and regulations around data protection and secure customer authentication.

Does OkiOki use 2-factor authentication?

No, OkiOki does not use 2-factor authentication today.

Integrations with other solutions

Does OkiOki integrate with invoicing tools?

We do not have direct integrations with invoicing tools. This does not mean however that you cannot use them together. Some invoicing tools e.g. allow you to set a BCC email address. If you would add the email address that you have linked to OkiOki in the BCC field, then you and OkiOki would receive a copy of that outgoing email and invoice.

Does OkiOki integrate with Codabox?

For the moment OkiOki does not integrate with CodaBox. OkiOki retrieves your transactions by integrating directly with your bank account via the PSD2 open banking protocols.

Does OkiOki integrate with Peppol?

For the moment we are not yet integrating with Peppol. But this is part of our roadmap. For incoming as well as outgoing invoices.