OkiOki is here to relieve you from your financial administration. She keeps the overview so you can keep your administration out of your head and leave it over to her. But sometimes she does need your help and then she’ll come back to you via your todo list.
So the only thing you need to do is keep an eye on your todo list. And even then she helps you by sending you a weekly reminder email. Don’t worry, you decide when during the week you would like to receive that email. And if there’s a really urgent todo for you, e.g. a payment, then she’ll send you a separate message. So you’ll never be late with your payments.
OkiOKi needs your help in 4 occasions:
If OkiOki finds an invoice that you have not yet paid, she will give you the opportunity to set a payment reminder via your to-do list. On the due date of the payment reminder, she puts the invoice again at the top of your list and you will receive a reminder email. It's a matter of never being late and avoiding unnecessary fines.
Btw, in the future you will also be able to make your payments from within OkiOki via the linked bank accounts.
OkiOki has her own clever ways to automatically collect as many invoices as possible. From your mailbox or cloud storage, but also via direct integration with your suppliers, such as your social secretariat or the supplier of your fuel card. However, not all invoices reach you in this way today. You will probably still receive paper invoices. And also think of your restaurant receipts and parking tickets. Those you will still have to scan and upload to OkiOki yourself.
Because OkiOki monitors your bank transactions and thus knows which documents you should have in your administration, she will put the transactions without accompanying document on your to-do list. Smart, isn't it?
Tip: If you want to get rid of your paper invoices, don't be shy about asking your suppliers for digital invoices. Usually they have them available and it is no problem for them to provide them to you. In addition, we have some how-to YouTube videos ready for you (Dutch & French only) in which we explain how you can still receive the invoices from the most important suppliers in your mailbox.
Sometimes it can also happen that a certain bank transaction does not require a document. For example, if you made a personal expense with your business bank account, then your records don't need a document here. But your accountant must know that it is a personal expense. And you can indicate that conveniently via OkiOki.
Other expenses without a document include bank charges, interest, cash withdrawals or deposits. OkiOki filters these out as much as possible for you. If she does overlook one, you can always tell her that it is such a type of transaction.
You can simply mark a business expense paid with private money (cash or via your personal current account) as paid with 'private money'. Your accountant will then transfer this document to your current account.
You mark a business expense paid with cash (that you have withdrawn from your business account or that you have received from customers) as paid with 'Cash'.
If you pay for an expense with cash or via your personal current account, OkiOki (or your accountant) will find the document but never a transaction. You can also easily let your accountant know via OkiOki. That's why she puts these documents on your to-do list.
You can also archive documents that are not invoices or receipts in OkiOki. Think of contracts, annual reports, ... Because OkiOki cannot match them with a transaction, she also puts them on your to-do list. You mark them as 'Not an invoice or receipt'.
You see, OkiOki can automate a lot. But to get your administration completely up to date, she, just like your accountant, sometimes needs information from you. And hence your to-do list. If your list is set to 0, your administration is completely up-to-date. And that’s what we call the OkiOki feeling.
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'.
Yes. OkiOki keeps track of invoices you haven't paid yet or that haven't been paid by your clients. In doing so, fines for late payments will be avoided and you will always be on time for payments. OkiOki 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.
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 to-do 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.
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:
Booking partial payments does not happen automatically. The risk of making a mistake that plays to the disadvantage of our users is too high.
What you can do is the following:
1. You have received/sent an invoice for an amount of 1000 euros. This is in your to-do list in OkiOki (no payment has been found that matches with the invoice).
2. You have paid a part of it (e.g. advance payment) for 400 euros. That transaction is also in your to-do 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 to-do list for the time being (then you have to snooze it) or you keep the document with the incomplete transaction on your to-do list.
1. If on the booking screen you choose: "Provisionally OK" (= Keep (but not yet Done!)) then the 'Incomplete' match is on your to-do list and you can complete it with the remaining amount when it is paid.
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 to-do list. Confirm that date and then press "Temporarily OK" and then that document will be off your to-do list for a while.
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:
You can link the transaction through the detail of your expense statement:
There you can then link the transactions. The card is now complete.
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.
If there is a document in your to-do list that you paid for with your credit card, OkiOki cannot link this document to the corresponding transaction until you have received and added your credit card spending statement. Therefore, you will have to snooze this document for the time being. By this we mean that the OkiOki will remove the document from your to-do list for the time being. When your statement is available, OkiOki will automatically link the snoozed document with the corresponding transaction.
1. In your to-do list, select the document paid which you paid for with your credit card.
2. In the quick menu (the green bar) at the bottom, choose "Paid by Credit Card"
This marks the document as paid by credit card. The document will now be temporarily deleted from your to-do list and will be automatically matched to the transaction when you upload your next expense report. So you don't have to do anything else!
By the way, OkiOki automatically recognizes some documents as credit card expenses. She will then automatically mark them as "Paid by credit card" and snooze them until your next expense report is added.
Yes you can. There are three ways to do so:
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. By the way, in OkiOki you can always leave a comment for your accountant if you would like to give them some extra information.
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 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.