OkiOki is here to relieve you from your financial administration. She keeps the overview so you can keep your administration out of your head and leave it to her. But sometimes she does need your help and then she’ll come back to you via your to do list.
So the only thing you need to do, is keep an eye on your to do list. And even then she helps you by sending you a weekly reminder email. Don’t worry, you decide when during the week you would like to receive that email. And if there’s a really urgent to do for you, e.g. a payment, then she’ll send you a separate message. So you’ll never be late with your payments.
OkiOKi needs your help on 4 occasions:
Invoices to be paid
If OkiOki finds an invoice that you have not yet paid, she will give you the opportunity to set a payment reminder via your to do list. On the due date of the payment reminder, she puts the invoice at the top of your list again and you will receive a reminder email. It's a matter of never being late and avoiding unnecessary fines.
By the way, in the future you will also be able to make your payments from within OkiOki via the linked bank accounts.
OkiOki has her own clever ways to automatically collect as many invoices as possible. From your mailbox or cloud storage, but also via direct integration with your suppliers, such as your social secretariat or the supplier of your fuel card. However, not all invoices reach you in this way today. You will probably still receive paper invoices, as well as restaurant receipts and parking tickets for example. Those you will still have to scan and upload to OkiOki yourself.
Because OkiOki monitors your bank transactions and thus knows which documents you should have in your administration, she will put the transactions without accompanying document on your to do list. Smart, isn't it?
Tip: If you want to get rid of your paper invoices, don't be shy about asking your suppliers for digital invoices. Usually they have them available and it is no problem for them to provide them to you. In addition, we have some how-to YouTube videos ready for you (Dutch & French only) in which we explain how you can receive the invoices from the most important suppliers in your mailbox.
Sometimes it can also happen that a certain bank transaction does not require a document. For example, if you made a personal expense with your business bank account, then your records don't need a document here. But your accountant must know that it is a personal expense. And you can indicate that conveniently via OkiOki.
Other expenses without a document include bank charges, interest, cash withdrawals or deposits. OkiOki filters these out as much as possible for you. If she does overlook one, you can always tell her that it is such a type of transaction.
Payments with cash or private money
You can simply mark a business expense paid with private money (cash or via your personal current account) as paid with 'private money'. Your accountant will then transfer this document to your current account.
You mark a business expense paid with cash (that you have withdrawn from your business account or that you have received from customers) as paid with 'Cash'.
If you pay for an expense with cash or via your personal current account, OkiOki (or your accountant) will find the document but never a transaction. You can also easily let your accountant know via OkiOki. That's why she puts these documents on your to do list.
You can also archive documents that are not invoices or receipts in OkiOki. Think of contracts, annual reports... Because OkiOki cannot match them with a transaction, she also puts them on your to do list. You can mark them as 'Not an invoice or receipt'.
You see, OkiOki can automate a lot. But to get your administration completely up to date, she, just like your accountant, sometimes needs information from you. That's what the to do list is for. If your list is set to 0, your administration is completely up-to-date. And that’s what we call the OkiOki feeling.