OkiOki is not only your Peppol access point but also helps you collect and pay all your invoices.
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OkiOki Smart integrates with your mailbox and downloads all invoices from it.
The invoices in attachment, the invoices behind download links such as those from Telenet, the invoices on portals such as those from EssoCard Online and the e-mails that are an invoice in themselves such as those from NMBS, Apple and Google.
Find an invoice in attachment
If the invoice is attached to the email, she downloads the invoice.
Download an invoice behind a link
If the invoice is hidden behind a download link and is on a supplier's website, OkiOki will follow that link and download the invoice.
Collect an invoice behind a link with login
If the invoice is on a supplier website with a login, OkiOki will log in and download the invoice.
Convert an email to a payment receipt
If there is no invoice available, but the email itself is the invoice or purchase receipt, OkiOki will save the email as a PDF.
You can also add documents manually.
You can use the OkiOki app to digitize your paper receipts and invoices.
But you can also use your office scanner or your favorite scanning app to scan and digitize your VAT receipts and then effortlessly deliver them to OkiOki.
You can then always email them to your personal OkiOki email address or drop them in a cloud storage folder that you have linked to OkiOki.
Take a photo
You can take a photo of paper invoices or receipts with the OkiOki web app.
Forward to your OkiOki email address
You will receive a personal OkiOki email address. Everything you send there will end up in OkiOki.
Cloud storage
OkiOki integrates with Dropbox, OneDrive and Google Drive. Put the invoice on your cloud storage and OkiOki will pick it up from there.
Upload
You can always upload your invoices manually.
For each invoice, OkiOki creates a QR code that you can see on your tablet or PC.
You can then scan this code with your banking app on your smartphone and a transfer will be prepared for you with all the details neatly filled in.
OkiOki not only helps you collect but also automatically forwards all your documents to your accountant.
And then we are indeed talking about ‘all’ your documents. Because thanks to its links with your bank account(s) and credit card(s), she can tell you at any time which documents you are still missing. And so your administration is always 100% in order.
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.
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.
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:
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.
OkiOki extracts data from your documents. Think about the supplier VAT, their company name, the account numbers, the amount… You can search your documents by these data. On top of that you can search in your comments and tags as well. This helps you to get quick access to that specific document you are looking for.
OkiOki has built in logic to avoid duplicate invoices as much as possible.
OkiOki distinguishes two types of duplicates.
