Payment files in OkiOki: pay multiple invoices at once through your bank

With payment files, you can have your bank pay multiple invoices at once from OkiOki. This is useful if you regularly want to pay several supplier invoices together.

In OkiOki, you create a payment list with the invoices you want to pay. Then you download a payment file and upload it to your bank. The bank then executes all payments based on that file.

This feature is currently available in beta. You can already use it, but we’re still actively refining it. If you notice anything or have an idea to make it more convenient, feel free to e‑mail us at support@okioki.be.

Even though OkiOki helps you fill in the payment details as much as possible, it’s still important to always double‑check the details before you upload the file to your bank.

0. Enable payment files (beta)

The payment files feature is not always enabled by default.

1. Open OkiOki and go to My account → Settings.
2. Scroll down to the section Show / hide features.
3. Turn on the Payment files (beta) toggle.

From then on, you’ll see additional blocks and actions for payment lists in OkiOki and you can create payment files as described below. A new item also appears in your navigation.

1. What is a payment list?

A payment list is a collection of invoices you want to pay together via a single payment file.

• There is always one active payment list: it contains the invoices you still want to pay via a payment file.
• You also have processed payment lists: these are lists for which you have already downloaded the payment file (to use it at your bank). OkiOki automatically marks such a list as processed as soon as the file is downloaded.

For each list, you can see:

• whether the list is active or processed;
• the total amount of all invoices on the list;
• the number of documents on the list;
• for processed lists: the date on which OkiOki marked the list as processed.

2. How to add invoices to a payment list

You always add invoices to your active payment list. You can do this in two places:

1. from the invoice detail page;
2. from a documents list (one or multiple invoices at once).

Only eligible invoices are added (see FAQ 5.1).

2.1. From the invoice detail page

On the invoice detail page, you see the payment details (amount, account number, reference, …).

If the invoice is eligible for a payment list, you’ll see a Payment file block on that page with a button to add the invoice to your active payment list.

Add to payment list

When you click Add to payment list, the invoice is added to your active payment list.

2.2. From a documents list

In lists such as To do, To pay or All documents, you can add invoices to your active payment list via the overflow menu.

1. Open a documents list.
2. Select the invoices you want to add (one or multiple at once).
3. Use the menu and choose Add to payment list .

OkiOki then adds all eligible invoices from your selection to your active payment list. Invoices that do not meet the conditions are skipped.

2.3. What does this mean for your follow‑up?

When you add an invoice to the active payment list, OkiOki assumes that you will pay this invoice via a payment file.

For you, this means:

• you don’t need to track the invoice separately in your to‑do list – your to‑do is snoozed until OkiOki sees the corresponding bank transaction come in;
• as soon as the payment appears on your bank account and OkiOki recognises it, the invoice is processed further automatically.

If you remove an invoice from the active payment list, it goes back into the normal follow‑up (see also FAQ 5.2).

3. How to complete a payment list

When your active payment list is ready, you only perform one step in OkiOki:

1. download the payment file and upload it to your bank.

As soon as you download the file, OkiOki marks the payment list automatically as processed.

3.1. Download the payment file

In the details of the active payment list, you can download the payment file.

1. Click the button to download the payment file.
2. OkiOki shows a pop‑up where you:
   • confirm that you will check the details before uploading the file to your bank;
   • choose the account you want to pay from (if you have multiple accounts).
3. Then the payment file is downloaded. You upload this file to your online banking to start the payments.

3.2. Remove invoices from the active payment list

As long as a payment list is active, you can remove invoices from it.

• In the invoice list, each invoice has a menu (three dots).
• If the invoice is on the active payment list, you’ll see an action such as: Remove from payment list .

If you choose this action:

• the invoice is removed from the active payment list;
• the invoice goes back into the normal follow‑up.

For processed payment lists, you can no longer remove invoices.

4. How to see if an invoice is on a payment list

In your documents lists, you’ll see an icon in the payment status column if an invoice is on an active (not yet processed) payment list.

At a glance, you can see:

• which invoices are already scheduled to be paid via a payment file;
• which invoices are not yet on a payment list.

5. FAQ

5.1. Which documents can I add to a payment file?

An invoice can only be added to a payment list if:

• it is an incoming invoice (outgoing credit notes, for example, are not suitable);
• the invoice has not yet been paid and no payment has been scheduled;
• all required payment details are present:
  • name of the counterparty;
  • bank account number (IBAN) of the counterparty;
  • amount to be paid;
  • payment reference (for example structured communication).
• the invoice is not yet on another payment list.

If an invoice does not meet these conditions, the action to add it to the payment list will not be available.

5.2. What happens if you remove an invoice from the payment list?

If you remove an invoice from the active payment list, then:

• it is removed from the list;
• it goes back into the normal follow‑up in OkiOki, as if you were not going to pay it via a payment file;
• you can later add it again to a (new) payment list.

For processed payment lists, you can no longer remove invoices.

5.3. What if the bank payment fails after the list is considered processed?

Once a payment list is considered processed (automatically after downloading the file), OkiOki assumes that the related payments will be executed by the bank.

If something goes wrong at the bank (the file is not uploaded or is rejected):

• this is not automatically rolled back in OkiOki;
• you can no longer remove the invoices from the processed list or add them to a new payment list;
• the affected invoices must be paid manually via your bank. OkiOki will recognise the payments as soon as the bank transactions arrive and will then process the invoices further.

Ideally, only use payment files when you are sure you will also correctly upload the file to your bank.

5.4. Can you still pay an invoice in another way if it’s on a payment list?

As long as a payment list is active, you can still remove an invoice from the list if you want to pay it in another way.

The intended flow is that invoices on a payment list are paid via that payment file.

If you still pay an invoice in another way (for example manually via your banking app):

• OkiOki will recognise the payment when the bank transaction arrives;
• but the invoice can still remain on the active payment list until the list is processed or you remove the invoice from the list.

So it’s best to use a payment list only for invoices you really want to pay via the payment file.