OkiOki is here to automate the search and download as well as the delivery of your invoices (and your receipts) to your accountant as much as possible. And automation really means as little as manual and mental effort for you. Most of the administrative shizzle is caused by the fact that your digital invoices are all over the ‘digital’ place. Invoices that are often scattered around in your mailbox, on your supplier portals, in Doccle or Zoomit, … And yes, the majority is still on paper, but more about that later.
Maximum automation can only be achieved if you allow to give up some control and trust on the powers of OkiOki. Because one of the key advantages of using OkiOki today is that she keeps an eye on your mailbox to fetch your invoices for you. So If you’re looking for maximum automation, then you link your mailbox with OkiOki.
If you would wonder if linking your mail box is safe, OkiOki adheres to strict guidelines for data privacy and protection. You can find a summary and all the nitty gritty details of these guidelines in our privacy policy and our terms & conditions. And on top of that, OkiOki is audited and certified by the National Bank of Belgium and Google.
So in all safety OkiOKi integrates with the major international and Belgian local email providers. And in case your provider is not listed in OkiOki, you can always connect via IMAP. Check our FAQ for more info.
Once you have linked your mailbox with OkiOki, she will monitor all your incoming and outgoing emails. By tracking your incoming emails, she is able to find your incoming invoices. By tracking your outgoing emails, she will be able to track your outgoing invoices, as long as you send them via your mailbox. In case you send your own invoices via a dedicated invoicing tool, then put the email address you have linked with OkiOki in (B)CC and she can easily pick them up via your inbox.
First OkiOki evaluates if an email is relevant for your administration and detects how she will have to download the invoice. Therefore she will match the subject and/or contents of your email against a set of rules. If she finds a positive match, she will download the invoice in one of the following ways:
If she misses an invoice, you can always send it to her yourself in one of the following ways:
Once OkiOki has downloaded your invoice, she will read (Optical Character Recognition), interpret and enrich the content of the invoice and add it to your documents archive. This way you can always consult it in OkiOki and have a backup for the coming years.
Next, OkiOki will match your invoice with your bank transactions. In case she can auto-match (the corresponding bank transaction is found) she will send the invoice (as a UBL - digital invoice) to your accountant. In case a match can not be made, she will need you help and puts the invoice on your todo list.
As you can see, OkiOki is doing her best to collect all your invoices. This makes her unique and already for that reason alone you would want to work with her.
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.
For the moment we are not yet integrating with Peppol. But this is part of our roadmap, for incoming as well as outgoing invoices.
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…
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.
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.
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:
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.
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.
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.
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