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.
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.
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:
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.
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.
Peppol+ and OkiOki not only allow you to receive invoices via Peppol but also other documents, such as emails and invoices from foreign suppliers. OkiOki converts these documents into a customized and enriched UBL format, enabling you, as the accountant, to process these documents more quickly. Additionally, OkiOki centralizes all your documents in one place, saving time and reducing the risk of errors.
Not every document will be sent through Peppol. This means you will still have to download or manually search for some documents. With Peppol+, this process becomes unnecessary. OkiOki automatically retrieves all your customers' documents on three levels: from their mailbox, supplier portals, and cloud storage. This way, you gather all your invoices in one place, save time on verification, and your invoices are ready to be quickly checked off.
With Peppol+, you collect all your invoices, including those outside the Peppol network, in one place and in a customized .UBL format. With Coda+, you go a step further by enriching this file with additional data: Coda+ is an enhanced version of the standard CODA file that helps accountants process payments more efficiently. The file is enriched with additional information such as tags, comments, and unique structured communications added via the OkiOki app.
This information allows payments to be automatically linked to the correct invoices or receipts, even if the original payment does not include structured communication. This saves time and reduces the need for manual processing in accounting.
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