VAT closing and customer overview – OkiOki

OkiOki supports users during the VAT closing period. Entrepreneurs can check their figures for the past quarter and indicate that all documents have been uploaded. The accountant receives a notification of this. Accountants can then monitor the status of active customers in list view or card view.

When does the VAT closing mode appear?

The VAT closing mode is automatically displayed during the first month after each quarter: January, April, July and October.

The mode is only available for businesses with a quarterly VAT return. Users with a monthly or annual VAT return will not see this mode.

What does the closing mode show?

The page shows a summary of the three months of the past quarter:

Expenses: the recorded costs and purchase documents.
Sales: the recorded sales and sales documents.
Result: the balance based on the income and expenses shown.

Before closing, check that all invoices, credit notes, till receipts and self-billing documents for the past quarter are available.

Closing the quarter as an entrepreneur

Open the OkiOki dashboard during a closing month.
View the summary of the three months of the past quarter.
Check that all documents and transactions are complete.
Click Mark as ready.
OkiOki records the closing and informs the accountant.

After marking it as ready, the dashboard returns to the normal view.

Undoing a closing

Have you forgotten a document or do you still need to make a correction? During the closing month, use the Undo option. You can then add missing documents or correct data.

Open the dashboard during the active closing month.
Click Undo.
Add missing documents or correct the data.
Check the quarterly data again.
Click Mark as ready again once everything is complete.

Tip: only close the quarter once you are sure that all relevant documents have been processed. This helps you avoid additional follow-up with your accountant.

How do you check and complete your to-dos for the previous quarter in OkiOki?

During the VAT closing, OkiOki helps you neatly complete all the administration for the past quarter. With the filtered to-do list, you focus exclusively on the outstanding tasks for the period being closed, without distractions from the current quarter.

How does the overview work?

During the closing period, OkiOki displays a separate notification on your dashboard showing the number of outstanding items for the previous quarter:

Transactions: Only bank transactions from the past 3 months that still require a document or action.
Documents: Only documents dated within that specific quarter.

This allows you to immediately see what is still missing for the VAT return for that period.

Step-by-step guide: Completing your quarter

Open the quarterly to-dos
On your dashboard (or home page), click the link/button for the quarter being closed (e.g. Q3 to-dos).
Complete the outstanding items
- Link missing invoices or receipts to the corresponding transactions.
- Upload any missing documents.
Mark the quarter as completed
- Finished checking? At the top of the list or on the home page, click "Mark [quarter] as completed".
- The status automatically changes to "Everything ready for [quarter]!".

Result

The number of outstanding tasks for that quarter is now zero. Your administration is neatly closed and ready for your accountant or VAT return!

💡 Tip: Update your to-dos monthly so that the quarterly closing runs smoothly and without last-minute searching.

Monitoring active customers as an accountant

Accountants can monitor the VAT status of active customers via the accountancy portal. Choose the view that best suits your workflow.

List view

Use the list view when you want to quickly compare or filter several customers. This view is suitable for daily follow-up and status checks.

Card view

Use the card view when you want to view customer information visually and separately for each customer. This view is useful for clearly monitoring individual files.

Changing the view

Open the overview of active customers.
Click the switch for List view or Card view.
Use search and filters to select customers.
Check the indicator showing whether the VAT period has been closed.

The selected view is retained when you refresh the page, go to another page or log in again later.

Troubleshooting

Situation	Possible cause	Solution
The VAT closing mode does not appear.	It is not a closing month or the business does not have a quarterly return.	Check the VAT frequency and try again in January, April, July or October.
The accountant does not receive the closing status.	The quarter has not yet been marked as ready.	Check the quarterly data and click Mark as ready.
A document is missing after the closing.	The document has not yet been uploaded or processed.	Click Undo, add the document and close the quarter again.
The customer status is difficult to check.	The current view does not suit the monitoring task.	Switch between list view and card view and use the available filters.

Frequently asked questions

Question	Answer
Why do I not see the VAT closing mode?	The mode only appears during the first month after a quarter and for businesses with a quarterly VAT return.
What happens when I click ‘Mark as ready’?	OkiOki records that you have checked the quarterly data and informs the accountant about the closing status.
Can I reopen a quarter?	Yes. During the closing month, you can undo the closing, add documents or correct data, and then close the quarter again.
Is my preference for list or card view saved?	Yes. The selected view is retained when refreshing the page, navigating within the portal and during a subsequent session.
Does the closing mode affect my current month?	No. The closing mode shows a summary of the past quarter. The normal dashboard data for the current period remains available.