How to receive invoices from SimplyBooks in OkiOki

If you already create your invoices via the cloud invoicing of SimplyBooks, you can easily receive all these invoices in OkiOki.

How to receive your SimplyBooks invoices in OkiOki

Go to the settings of your SimplyBooks account and click on the tab 'E-mail settings'.

If you have indicated in your settings to send your invoices via your own mailbox (GMAIL) and you have also linked this mailbox with OkiOki, you're already done. As OkiOki picks up every outgoing invoice that goes out via your own mailbox.

However, if you chose one of the options:

  • Send with forwarding address
  • Send with your own email address
  • Send with own mailbox (SMTP)
  • Send with your own mailbox (GMAIL) and this mailbox is not linked to OkiOki

You can make sure your invoices are delivered to OkiOki via the backup e-mail address. Just paste your personal OkiOki e-mail address (which you can find under 'Preferences > OkiOki e-mail address') in the 'Backup e-mail address' field of SimplyBooks. From now on, every invoice that is sent from SimplyBooks will also arrive in OkiOki.

Easy-peasy, isn't it?

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Frequently asked questions about getting your documents into OkiOki

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.

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/mac.com, Telenet, Proximus, Scarlet, Skynet, Mail.be 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, …

Previous months' invoices are not available in OkiOki, why?

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 ).

What about bank charges?

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:

  • Click on the transaction (through the shortcut menu)
  • Choose for "bank charge or interest"
  • Mark it as "Complete"
  • This way, you'll take it off your to-do list

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.

How to adjust the start date of the todo's in OkiOki?

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:

  • Go to the 'menu'
  • Go to 'your account'
  • Select 'settings'
  • You can adjust the start date under the first field: "Hide transactions and documents older than the date below from my todo list.".

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.

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.

I have two folders containing invoices on my cloud storage. Can I add them at once or do I need to link them separately?

Both are possible:

  • Either you link a parent folder (and we monitor that folder and its subfolders).
  • Or you link two individual folders (and we monitor them separately, including their subfolders).

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.

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 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, 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.

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.

I have a transaction, which recurs regularly (e.g. monthly), for which I do not receive a document or for which I received a document once. How do I handle this in OkiOki?

For that you can use a recurring transactions automation rule. To do that:

  1. Go to the transaction (e.g. of your pay or of the hospital) on your todo list
  2. Click on it
  3. In the shortcut menu at the bottom you choose "Recurring transactions"
  4. Select the relevant criteria that will be the same for every transaction
  5. Tick off the other things.
  6. Then in the next screen add a comment and choose "Done!"

This way all transactions with that counterparty are automatically kept out from your todo list.