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'.
Yes. OkiOki keeps track of invoices you haven't paid yet or that haven't been paid by your clients. In doing so, fines for late payments will be avoided and you will always be on time for payments. OkiOki 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.
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.
Nope, OkiOki doesn't do accounting. We would rather call it pre-pre-accounting. Because she is, first and foremost, 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.
No, because OkiOki requires a VAT number at registration.
No, OkiOki does not do your tax submission, but she does help you to get your documents to your accountant in time.
Yes, in OkiOki you cannot only see sales invoices that you have added yourself or that OkiOki has found for you. You can also create and send your own invoices in OkiOki. This can be done in a few simple steps:
1. Go to your menu, click on "Documents" and then on "Sales Invoices".
2. On this page, click "New"
3. Then enter some basic information and indicate whether it is an invoice or credit note.
4. Then enter the details of your customer.
5. After that, list what you are going to invoice. OkiOki automatically calculates the totals for you based on a standard VAT rate.
6. As a final step, check your payment information.
Afterwards, OkiOki will send you a preview of your invoice. That way you can be sure that it is 100% correct. And then all that's left for you to do is to send your invoice. The look & feel of your invoice can be personalised with your own logo and colors.
Furthermore, we provide a handy payment strip on each invoice containing all payment information and a QR code, making it very easy for your customers to pay your invoice. Once sent, OkiOki will of course monitor the payment status for you and remind you via your to-do list if you have any late payers.
At the moment, you cannot send automatic payment reminders for invoices in OkiOki. However, since you can create and send invoices yourself in OkiOki, and OkiOki also has access to your current outgoing invoices, she can also keep you updated on the payment status of invoices. Because for every unpaid invoice, there will be a missing transaction and OkiOki will follow up on these for you and add them to your to-do list.
By the way, there are multiple ways to get you outgoing invoices in OkiOki today:
Customers of Belfius, KBC, ING and BNPPF can now also pay their purchase invoices in OkiOki by simply scanning the QR code. In the coming months, we will expand our payment functionality with SEPA payment files. In the future, OkiOki will also allow you to make payments directly from accounts you have linked to OkiOki.
OkiOki collects all connections under the menu item 'Connections'. You go there via the steps below:
Now the invoices that end up in it will be read by OkiOki.
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.
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. By the way, in OkiOki you can always leave a comment for your accountant if you would like to give them some extra information.
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.
You can find all your transactions from your bank under the "Transactions" button on your dashboard.
OkiOki support most of the Belgian Banks:
If you can't find your bank in this list, please let us know.
Your bank will credit your account with bank costs or debit your interest.
There is no document to support that.
So to mark this as done, please follow the steps below:
You can only link current accounts to OkiOki.
OkiOki tries to take care of your administration for you to the highest degree possible, but occasionally she still needs your help. And for that she has a task list ready for you. On this list you will find documents that are missing a transaction or transactions that are missing a document.
The first time you start working with OkiOki, it is best to decide from which day you want OkiOki to start following up your transactions and documents. Would you like the app to start on the day you start using OkiOki or rather from the beginning of the month or the beginning of the quarter? We call that day the start date of your task list. You can go back in time up to 90 days. This is because, in the beginning OkiOki will retrieve all your bank transaction up to 90 days in the past.
The further back in time this day goes, the more tasks you can expect on your to-do list.
You can adjust this start date in your settings:
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.
For some KBC bank accounts it is still the case that as an agent holding power of attorney, you may not share account information with third parties. The principal granting power of attorney must first give their permission for this. You will need to contact your branch for more information.
You can easily remove credit card statements from the OkiOki app by following the steps below:
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.
Today, OkiOki can recognise the Master Card and Visa credit card statements of the Bank Card Company (BCC).
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 to-do list by using an automation rule. Or you can just ‘Complete’ them by adding a comment or tag.
To add your credit card statement to OkiOki, follow these steps:
Important: If you receive your statement on paper, make sure you get a good quality scan. The reading of the different lines requires that the document is perfectly straight on the scan. Also make sure that you scan all pages of your statement for the most correct result.
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.
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.
Transactions are the heartbeat of your company and OkiOki. They are the starting point for your bookkeeping and therefore can't be altered.
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.
Yes, she can. OkiOki allows you to create automation rules to handle recurring transactions, e.g. a monthly payment 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.
OkiOki today also offers its own code files based on the account information available through the PSD2. OkiOki offers these code files at an additional cost of 1.50 euro per account per month. Since all Belgian Banks have to follow the PSD2 directive today, we can offer code files for all Belgian Banks, including Argenta and AXA.
For some entrepreneurs or accountants it can still be useful to use CodaBox for certain accounts. Today, banks are only obliged to share their current accounts under PSD2, so OkiOki can only offer current account code files for the time being.
In this article you will find more information about the OkiOki code files.
For that you can use a recurring transactions automation rule. To do that, follow the steps below:
This way all transactions with that counterparty are automatically kept out from your to-do list.
There are several potential reasons why your data may be read incorrectly:
How can I solve this?
Incorrectly read data can be easily adjusted in the app (only for documents, not for transactions). This is done by following the steps below:
1. Go to your menu and choose "All documents" under "Documents".
2. Select the document whose data you wish to modify.
3. Open the document detail of the selected file.
4. When you click on one of the fields that are underlined by a dotted line on the right-hand side, you can start making changes.
5. All fields marked with a dotted line can be changed. The changes are saved immediately when you click outside the field.
6. If you do not want to save the changes, click on the red cross.
7. The data has now been adjusted.
Do you want to change the details on an invoice that is yet to be paid? Based on your changes, OkiOki will automatically generate a new QR code. You can then scan this QR code to easily pay the invoice.
OkiOki has built in logic to avoid duplicate invoices as much as possible.
OkiOki distinguishes two types of duplicates.
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.
Follow the steps below:
1. Upload both documents in OkiOki.
2. Choose the invoice and follow… take me to the booking.
3. In "Documents" choose the “+” icon at the top right and select the credit note.
5. Add another comment: “Invoice and Credit note, without transaction”.
6. Then choose “Complete!” and you're all set.
The easiest way to receive documents in OkiOki is to have them arrive in the mailbox you linked with OkiOki.
Xerius allows you to set up that email in the "My Xerius" portal. Even if you set it there to receive the document by email, you can still consult it in your portal.
OkiOki integrates with Gmail, Outlook, Yahoo, iCloud/me/mac.com, Telenet, Proximus, Scarlet, Skynet, Mail.be and with every mailbox that supports an IMAP connection.
You can add any document to OkiOki that you would like to have instantly available and/or share with your accountant. OkiOki wants to be your one-stop-shop for your financial documents. This includes contracts, agreements, tax statements…
We only track your email account from the moment you link it to OkiOki.
We are not going to search in the mailbox in the past, so as not to incur too many costs because of documents that may no longer be needed (because they have already been delivered to the accountant in the past manner).
The best way to get those into OkiOki is to forward them to their OkiOki mailbox (XXXXXXXXXXX@okioki.app).
There are multiple ways to get your outgoing invoices in OkiOki today:
By the way, 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.
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:
Both are possible:
Yes. Lots of suppliers expect you to login to their website to download your invoice. Think about Acerta, Engie, Partena, Proximus, 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.
Yes you can. There are three ways to do so:
OkiOki can process the following file types: bmp, gif, jpeg, pdf, png and tiff.
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.
However, if your accountant offers you OkiOki, there is never a limit on the number of 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.
In OkiOki you can always download your documents in 3 different ways:
Each document can be downloaded individually using the download feature in the document 'overflow' menu.
If you want to download a particular set of documents, you do so via your document list. There you can select several documents at once and download them. Of course, you can also search or filter your document list and select and download all resulting documents at once.
And finally, you can download all your documents by month, quarter or year using the 'Download Archive' menu.
OkiOki allows you to download your document-archive by month, quarter or year and you will receive the documents in both the PDF and UBL (digital invoice) formats.
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 to get quick access to that specific document you are looking for.
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.
OkiOki matches documents and transactions based 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.
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:
A document is missing a transaction when:
When a document or a transaction is added, it will appear on your to-do list without a color marker.
When a transaction automatically links to a document, you can see this by a "mint green" line. A blue/purple line appears when the match is not yet complete.
Booking partial payments does not happen automatically. The risk of making a mistake that plays to the disadvantage of our users is too high.
What you can do is the following:
1. You have received/sent an invoice for an amount of 1000 euros. This is in your to-do list in OkiOki (no payment has been found that matches with the invoice).
2. You have paid a part of it (e.g. advance payment) for 400 euros. That transaction is also in your to-do list (because no document was found that matches that amount).
3. You can manually link the two:
4. You will now come back to the transaction detail (booking screen) and you will see that the document and the transaction are linked.
Now you have two options: Either you want the document to disappear from your to-do list for the time being (then you have to snooze it) or you keep the document with the incomplete transaction on your to-do list.
1. If on the booking screen you choose: "Provisionally OK" (= Keep (but not yet Done!)) then the 'Incomplete' match is on your to-do list and you can complete it with the remaining amount when it is paid.
2. If you know when the second transaction is coming (e.g. in two weeks) then you can select "Snooze" on the detail screen at the top right, set the period in which this document (+transaction) may be kept from your to-do list. Confirm that date and then press "Temporarily OK" and then that document will be off your to-do list for a while.
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.
The coloured line indicates the to-do status of your document or transaction.
You can link the transaction through the detail of your expense statement:
There you can then link the transactions. The card is now complete.
Sure. On a booking you can have multiple transactions and documents. In fact a booking can consist of
This way you can e.g. combine
You can add your additional transactions or documents to an entry by clicking '+ Add' next to 'Transactions' or 'Documents', depending on what you wish to add to the entry.
If there is a document in your to-do list that you paid for with your credit card, OkiOki cannot link this document to the corresponding transaction until you have received and added your credit card spending statement. Therefore, you will have to snooze this document for the time being. By this we mean that the OkiOki will remove the document from your to-do list for the time being. When your statement is available, OkiOki will automatically link the snoozed document with the corresponding transaction.
1. In your to-do list, select the document paid which you paid for with your credit card.
2. In the quick menu (the green bar) at the bottom, choose "Paid by Credit Card"
This marks the document as paid by credit card. The document will now be temporarily deleted from your to-do list and will be automatically matched to the transaction when you upload your next expense report. So you don't have to do anything else!
By the way, OkiOki automatically recognizes some documents as credit card expenses. She will then automatically mark them as "Paid by credit card" and snooze them until your next expense report is added.
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.
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.
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.
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.
Some accountancy-software vendors require you to explicitly confirm (white list) the addresses you will use to send them invoices.
When you need to do that for OkiOki, the from-address you have to add is: email@example.com
Currently, we see that Exact Online requires you to confirm this. More information in this article on troubleshooting the digital postbox of Exact.
There are 2 ways in which documents can reach your accountant:
OkiOki automatically forwards your document to your accountant as soon as she knows it is relevant for accounting purposes. This usually happens in 3 cases:
This occurs when OkiOki is not sure if a document can be send to your accountant because she can't find a transaction. Then OkiOki will put the document on your task list and it is up to you to indicate if and how that invoice was paid. Once you take one of the following actions, OkiOki will forward the document to your bookkeeper:
If you delete a document, OkiOki will of course not send it to your accountant.
You can also set up your documents to be sent to your accountant only when you specify it. This is useful if you have an analytical bookkeeping system and you want to indicate to your accountant, for example, to which branch or project this document can be booked.
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.
There's two ways to know this:
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 to your accountant.
At 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, in that case it comes in handy if you use a more generic email address like firstname.lastname@example.org as your username.
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.
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 ones 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.
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.
Linking a bank account is a requirement for OkiOki to function correctly.
If the bank requires a bank card than this is currently impossible.
33reasons NV, the company behind OkiOki, is recognized by the National Bank of Belgium as a payment institution and is under their supervision. We are also audited annually by Google on our security standards.
This way, OkiOki can process your current accounts and mailboxes in all security and privacy, and make your administrative life easier.
No, OkiOki does not use 2-factor authentication today.
When you log in to OkiOki we perform several security checks, e.g. verify your credentials. One of the checks that are built in is a "time"-based verification between your device and our application. We have observed several cases where the clock of the device of a user was wrong. In that case our time-based check will retry, causing the application to wait.
So if you are not able to log in to OkiOki because after log in, the application appears to "load" forever. This problem is potentially due to the difference between the clock on your device and the time on our server.
If this happens, please do the following:
For the moment we are not yet integrating with Peppol. But this is part of our roadmap, for incoming as well as outgoing invoices.
If you create your sales invoices in an online invoicing program, those programs usually allow you to put an email address in BCC when you send an invoice. If you put the email address of the mailbox linked to OkiOki or your OkiOki email address in BCC, OkiOki will find a copy of this email and will automatically include your outgoing invoice as well.
Learn more about the easiest way to integrate OkiOki with your online invoicing software:
OkiOki also has its own invoice module, where you can create and send invoices yourself. On each invoice, we also provide a convenient payment strip containing all payment information and a QR code. This way, your customers can easily pay your invoice.
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.
Currently the VDK bank PSD2 API only supports personal accounts. Accounts for non-natural persons will be supported as of Q3 2021.