How do I best deal with payment providers who make group payments and charge their fees

When you use payment services such as Stripe, Mollie, Worldline, ..., matching the individual invoices with the transactions you receive on your account is not easy.

Why?

Because of the way the payment service works:

• the payment by the payment service is grouped per day or per payment method
• the payment service automatically settles a cost amount in the amount that is paid out
• the payment service only sends an invoice with the fee costs once a month

As a result, the individual invoices that you send as an entrepreneur cannot be linked in OkiOki.

How do you best deal with this in OkiOki?

Since the link between documents and transactions is very difficult to make, it is best to process documents and transactions separately.

Transactions

Because the payment services charge their fees, it is difficult to link the transactions to the invoices one-on-one. That is why we have provided the option to not include the transactions in your to-do list. You can adjust this in the settings (see menu > your account > settings), under option: Do you want OkiOki to follow up transactions without a document? If you choose the option: "Yes, except for point-of-sales transactions", the transactions from your payment provider will not appear as to-do.

An alternative solution: you can automate all transactions from a specific supplier. However, this is a more cumbersome solution.

Cfr. Have regularly recurring transactions automatically processed by OkiOki

As a result, the transactions will certainly no longer be a to-do on your to-do list.

Documents
How do you get them into OkiOki?

Have them sent to you via email (to the linked mailbox) or, if the payment provider allows it, BCC them to your OkiOki email address when they are sent to the customer. If neither works, you will have to add them manually. You can upload them via the button: Add document or you can send them as attachments to your OkiOki email address.

How to process them and make sure they are marked "Complete".

To process the documents, it is best to select the relevant documents on your list once a day/week/month, depending on the volume: "All Documents", via the multi-select (yellow check mark for each document) and then via the overflow menu (next to the search bar) choose to give it a tag (e.g. Stripe income) and also select in the dialog box to mark the document as completed, thus setting it to "Complete" ( cf. screenshot).

This will tag them all and set them to “Done,” meaning they will no longer be on your to-do list and will be sent to your accountant for accounting processing.

How do you reconcile the transactions with the documents?

On the list of all documents or all transactions, you can select a specific month (filter) and search for a supplier (your payment provider). Compare the totals of both selections (which are at the top of each list)