OkiOki recognizes the invoice mails of more than 2.500 suppliers in Belgium and abroad. Based on this smart recognition, it she collects your purchase invoices. The invoices attached to the email, but also the invoices behind download links and the mails where the mail itself is the invoice or receipt.
The list below is just a sample of the suppliers that OkiOki supports.
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.
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.
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.
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 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).
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:
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:
Both are possible:
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.
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.
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.