OkiOki downloads all invoices of your suppliers, from your mailbox or directly from their portal.

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.

Acco

Acerta

Adidas

Adobe

AG Insurance

Airbnb

Albelli

Allekabels

Allianz

Alphabet Belgium

Alternate

Amazon

Antargaz

Apple

Arval Belgium

AS Adventure

Athlon Car Lease

Atlassian

AVA

Baloise

Base

Be-Mobile

Belfius Lease

Belgian Fuel Card Velocity

BMW Financial Services

BNP Paribas Lease Group

Boels Verhuur

Bol.com

Bolt Energie

Bose

Bpost

Brico

Brouwerij Anders!

Brumatex

Brussels Airlines

Bulo

Calendly

Carrefour

Clearfacts

Cleverbridge

Coca-Cola

Codabox

Colruyt

Combell

Coolblue

Cowboy

Creative Shelter

D'Ieteren Lease

D.A.S.

Dats 24

De Wit Schijndel

Decathlon

Delhaize

Deliveroo

Dell

Demarol

Digital River

Dille and Kamille

Doccle

Dockx Rental

Dyka Plastics

Dyson

Easyhost

Ecopower

Edenred

Elegant

Eneco

Engie

Essent

Essentiel

Esso Card Online

Ethias

Euro-Gifts Belgium

Euroflora

Eurorent

Enjoy all the benefits of OkiOki now for free for 30 days.

Go
7,99/m
excl. VAT
1 bank account
1 mailbox
1 cloud folder
25 documents/m
€ 0.50/extra document
Start for free for 30 days
Most popular
Grow
16,99/m
excl. VAT
2 bank accounts
2 mailboxes
2 cloud folders
70 documents/m
€ 0.30/extra document
Start for free for 30 days
Scale
39,99/m
excl. VAT
3 bank accounts
3 mailboxes
3 cloud folders
200 documents/m
€ 0.20/extra document
Start for free for 30 days

Frequently asked questions about collecting documents

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.

How to receive Xerius documents in OkiOki?

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.

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.

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.

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, please follow the steps below:

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

Can I only add invoices and receipts?

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…

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 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).

How can I adjust the start date of the to-do's in 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:

  • Go to your menu
  • Go to "Your account"
  • Go to "Settings"
  • You can adjust the start date in the first field "Show transactions and documents in my to-do list from the date below".

How can I get my outgoing invoices in OkiOki?

There are multiple ways to get your 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.

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.

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:

  • You can put it in a cloud storage folder. Every document in that folder will be picked up by OkiOki.
  • You can 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?

To add your credit card statement to OkiOki, follow these steps:

  1. Go to your menu and select "Upload document" under "Documents"
  2. In your documents, choose the scan of the statement or the PDF you received from the bank.
  3. Add your document. OkiOki will now process your expense report. This may take a few minutes as she will read your document.
  4. Afterwards OkiOki will link the transactions of your expense report to the corresponding documents. If she needs your help, she will let you know via your to-do list.

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.

When does OkiOki send my documents to my accountant?

There are 2 ways in which documents can reach your accountant:

OkiOki forwards it automatically

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:

  • If OkiOki can match a document to a transaction
  • If the document is a sales invoice
  • If OkiOki can recognize that it is a document paid by credit card or direct debit. Then she snoozes the document and forwards it to your accountant.

OkiOki forwards the document after your intervention

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:

  • You set a payment reminder.
  • You indicate that the document was paid by credit card, private money or cash.
  • You snooze a document.

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.

Can OkiOki help me with invoices I have to download on a supplier portal?

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.

Can I manually add documents to OkiOki?

Yes you can. There are three ways to do 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.

However, if your accountant offers you OkiOki, there is never a limit on the number of documents.

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.

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, follow the steps below:

  1. Go to the transaction (e.g. of your pay or of the hospital) on your to-do 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 to-do list.

Can I download my documents?

In OkiOki you can always download your documents in 3 different ways:

Download one specific document

Each document can be downloaded individually using the download feature in the document 'overflow' menu.

Download a set of specific documents

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.

Download a complete archive

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.