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'.
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.
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.
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.
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.
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.
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:
You cannot make a payment via OkiOki yet. But this is an important feature we will add in the next twelve months.
OkiOki collects all connections under the menu item 'connections'. You go there via:
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. Btw, in OkiOki you can always leave a comment for your accountant if you would like to give him 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.
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.
You can find all your transactions from your bank under the "Transactions" button on your dashboard.
You can only link current accounts to OkiOki.
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:
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.
When nothing appears on your task list, it is because the start date of your task list is set by default to the day of your registration with OkiOki.
You can change the start date of your task list via:
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.
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.
Credit card statement cannot (yet) be removed.
If you want to have it effectively removed, contact email@example.com
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 todo list by using an automation rule. Or you can just ‘Complete’ them by adding a comment or tag.
If your banks sends you your statements digitally (PDF) you can add them to OkiOki in one of the following ways:
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. 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.
Nope. Your accountant still needs Codabox for reconciling your administration in his accountancy software. We are however considering two features related to Codabox.
There are several potential reasons why it is read incorrectly:
On your smartphone, choose:
For that you can use a recurring transactions automation rule. To do that:
This way all transactions with that counterparty are automatically kept out from your todo list.
Yes, you can adjust that yourself, for documents only (transactions we can't change anything).
By going to:
You can confirm or cancel that adjustment with the two icons below it (cross and check mark).
OkiOki has built in logic to avoid duplicate invoices as much as possible.
Duplicates: 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.
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 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, …
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 docs that may no longer be needed (because already delivered to the accountant in the past way).
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 you outgoing invoices in OkiOki today:
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.
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. Good question. Lots of suppliers expect you to login in their website to go and 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 in doing 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.
Nope, there is no size limit. But be aware that large files take more time to upload, so they may affect OkiOki's performance.
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.
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.
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 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 todo 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.
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.
Booking partial payments is something that is not automatic. There is too much chance of making a mistake there that plays to the disadvantage of our users.
What you can do is the following:
1. You have received/sent an invoice for an amount of 1000EUR => this is in your todo list in OkiOki (no payment has been found that matches).
2. You have paid a part of it (e.g. advance payment) for 400EUR => that transaction is also in your Todo 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 todo list for the time being (then you have to snooze) or you keep the document with incomplete transaction on your todo list.
1. If on the booking screen you choose: Provisionally OK (= Keep (but not yet Done!)) then the 'Incomplete' match is on your todo list and you can complete it with the remaining amount when it comes in.
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 todo list. Confirm that date and then press "Temporarily OK" and then that document will be off your to-do list for a while.
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 and the card is 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
If there is a document in your list that has been paid by credit card, but you have not yet received the statement yet. Then:
So now that you uploaded the statement, you can match its individual lines with documents.
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.
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.
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 get 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 at your accountant.
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 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 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 impossible at this time.
No, OkiOki does not use 2-factor authentication today.
For the moment we are not yet integrating with Peppol. But this is part of our roadmap. For incoming as well as outgoing invoices.
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.
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.