Invoicing settings

There are a few useful settings in OkiOki that you can use to create and personalize invoices more easily. We give you an overview of these settings below.

Go to your menu, then go to 'Your account' and click 'Invoicing settings'.

• Firstly, you can set your next invoice number. For example, this could be 2021-008, or it could be mycompany-2021-083. Setting this number keeps your invoice numbering consistent. If you already had sales invoices in your OkiOki archive then OkiOki will suggest a next invoice number based on the numbering of your existing sales invoices.

• Choose your payment term: Specify within how many days you expect your customers to pay your invoices.

• Choose your bank account: From the various linked current accounts choose the account on which you want your customers to make the payment. OkiOki will also incorporate the number of this account in the QR code on your invoice.

• Here you can enter the register of legal persons that applies to your company. The reference to this will also be in the header of your invoices.

• If you are exempt from VAT, indicate it in these settings.

• With this setting, you determine which company details are visible in the header of your outgoing documents (e.g., invoices). This allows you to hide certain details if you prefer to place them in the footer.

• You can add an introductory text (e.g., additional details about the services provided) that will appear on the document above the product lines.

• You can choose where the payment banner (with payment details and a thank-you note) appears on your invoices: at the top, at the bottom, or not at all.
  • Top (default for new and existing users)
  • Bottom
  • Hide banner (no payment banner)

• Here you can add any comments that appear on the invoice by default. These can be payment terms, legal texts... By the way, you can always add a separate PDF with sales conditions (see below).

• If you would like to write your own thank you note for your sales invoices (instead of using one of the existing OkiOki thank you notes) you can do so here. After you save these changes, your thank you phrase will automatically appear in the drop down menu on your sales invoices. 

• Do you use product codes (SKU’s) in your invoice lines? Then you can choose to display these codes on the invoice as well.

What happens when you enable this?

• If, in the document wizard at step 3 (“what you are selling”), you enter a product code (and the code field is visible), then:
  • the product code will be added to the product line description in the preview and PDF
  • the code will also be included in the UBL as SellersItemIdentification

• You can set a footer that appears at the bottom of your outgoing invoices, with 1 to 3 columns (e.g. contact details, legal information, bank details).

Fill in footer text (per language)

• Between the layout selection and the fields, you will see a language selector.

• Depending on the number of columns, you will see 1, 2, or 3 rich text fields (bold, italic, underline, new line).

When you enable footer columns, OkiOki will automatically prefill them (where applicable) with sample text showing which placeholders you can use.

• You can personalize the look and feel of your invoices by uploading your company's logo and choosing a dominant company color.

• If you want to print out your invoices and send them by mail, you can choose whether your envelope has a window on the left or right side. OkiOki will adjust the layout of the invoice accordingly.

• Invoices you create in OkiOki are always sent from an OkiOki email address. However, you can add an additional email address in your invoicing settings where all replies will be sent to, as well as a BCC email address.

• In addition, you can also change your default email that you use to send your sales invoices. Please note that the words that appear between percent signs (%...%) are variables, which means that you have to make sure that they are always correctly spelled. The following variables are available in OkiOki:
  • %InvoiceDueDate%: The due date of your invoice
  • %InvoiceNumber%: Your invoice number
  • %InvoiceTotalAmountToPay%: The total amount of your invoice (incl. VAT)
  • %CounterpartyName%: The name of your customer
  • %CompanyName%: Your company name
  • %CompanyAddressUser%: Your address
  • %UserName%: Your name
  • %EmailUser%: Your e-mail address
  • %UserVat%: Your VAT number. If you have multiple VAT numbers (a Belgian + foreign one), we will only show your Belgian VAT number.
  • %UserAllVATNumbers%: If you have multiple VAT numbers (a Belgian + foreign one), we will show them all.
  • %UserForeignVATNumber%: If you have multiple VAT numbers (a Belgian + foreign one), we only show the foreign ones.

• Finally, you can also upload a document containing your terms of sale. This document will then be attached to all your outgoing invoice emails. If you want to add an attachment to one specific invoice, you can do so while making the invoice.