Overview of your documents

When you click on the icon at the top of your dashboard that says "Documents", you will get an overview of all your documents in OkiOki. You can also find this overview under "All documents" > "Documents" in your menu. We will explain some useful features that you can use in this screen.

Your archive

This screen gives you an overview of all documents, not just the ones that still need to be dealt with. It is your OkiOki archive.

Search and filter documents

In the search bar at the top you can search for specific documents in your archive. You can search by name, account number, amount, tags, comments... You can also use the filters on the left side of the screen to refine your documents by amount, date, status, document type and more.

Document view

The icon on the top right next to the search bar allows you to choose how you want OkiOki to display your archive: as a list or as cards.

Creating invoices

Above this icon there is also a "New" button. With this button you can easily and quickly create your own invoices in OkiOki. More information on creating and sending invoices can be found in this article.

Quick actions

In the overview you can also see the date, the summary, the amount and the document type of each document. On the far right you will always see 3 dots. Via this menu you can perform some quick actions:

• You can split a document into several documents with the scissors icon.
• You can remove a document from your OkiOki repository with the trash can icon.
• You can download a single document.
• You can change the document type.
• You can view the document data.
• You can schedule a payment reminder for unpaid invoices.

Downloading documents

You can download a specific invoice separately, but you can also download all or part of your archive at once. If you click the box to the left of the search bar, OkiOki will select all documents shown. This means that you can easily filter, for example, on all documents of the previous quarter, and then click on the box to select them. Afterwards you can download the selected documents all together. If you have not filtered anything, OkiOki will download your whole archive. You can also select individual documents using the boxes on the left. In addition to downloading, you can delete or tag all selected documents at the same time.

Colour codes

Finally, you can also see in the overview that each document is colour coded via a thin line on the left. These colour codes indicate the to-do status of the document in OkiOki. There are 3 possible colour codes:

• Mint: the item is marked as "Done". This item has been sent to your accountant and will therefore no longer appear on your to-do list.
• Lavender: This item is "Saved". This means that something has already happened to this item (either by you or by OkiOki), but it is not yet finished. So you will have to look at it again.
• No colour (transparent): This item is a new to-do which has not yet been attended to.

Document detail

If you click on a document, you will see the document detail. In this screen you will also see the corresponding transaction. If no transaction has been matched to the document yet, you can take some actions here:

• You can search for a transaction in OkiOki.
• You can mark the document as "Paid by credit card".
• You can mark the document as "Paid by cash".
• You can mark the document as "Paid with private money".

If you click on the document card, you will see the complete invoice and all data. On the card you will again find the shortcut menu (the 3 dots) in the top right corner. You can also perform some quick actions via this menu:

• You can schedule a reminder for the document. This is useful if you have an invoice that still needs to be paid.
• You can view the document data.
• You can change the document type.
• You can download or delete the document.
• You can split the document.

Linking several documents

Via '+ Add' next to the title 'Documents' you can also perform 3 actions:

• You can mark the document as a private expense.
• You can upload a new document.
• You can search for a document in OkiOki.

This way you can link several documents to one or more transactions.

Tags and comments

Finally, you can also add tags and comments under the document card. These will also be sent to your accountant. More information on tags can be found in this article.

Would you like more information about your transaction overview? Read all about it in this article.