Digitalise your clients with TOCO

Digitalise your clients with TOCO

Hello, my name is Evelien, Product Owner of TOCO.

In the past blogs we have paid a lot of attention to the different functionalities on our platform. After all, helping entrepreneurs with their financial administration is our goal. But, we don’t do that alone, for that you have your accountant in the 1st place. That’s why in this blog we further explain how your accountant can add your company in TOCO, set up your file and invite you.

Collaboration

Working together digitally, easily and efficiently, that’s what TOCO stands for. If you already work with TOCO as an entrepreneur, you can easily invite your accountant.

If you do not yet work with TOCO, your accountant can easily set up your file and invite you to collaborate digitally via our platform. Feel free to ask him about it!

How do I add my client as a bookkeeper?

As an accountant, you can easily add a new client via the ‘Clients’ menu. On the top right you will see the button ‘+ New client’. After clicking this button, the wizard for adding a new client starts. The following steps have to be taken:

  1. Find your client by VAT number or name

  2. If necessary, complete the company data further (we retrieve the data directly from the CBE).

  3. Tell us who the contact person is

  4. Check all data on the overview page and confirm

  5. The new client is now created and appears at the bottom of your list of clients.

Setting up my client’s file

Your client has now been created, but has not yet been invited. It’s best to wait with that for a while. To ensure that your client can immediately start forwarding documents and enjoy all the functionalities of TOCO, we will first complete the file.

Click on ‘integrations’ after the name of the client in your list of clients or click on the name of the client and then select the ‘integrations’ tab. Here you can indicate which integrations apply to this file. Attention: integrations such as Exact Online, Wolters Kluwer (coming soon) and Silverfin will only be shown on file level if you first activated this integration for the accounting firm. This can be done via Settings > Integrations.

So you can directly activate the correct accounting package or Silverfin file for your client.

And do you work with Coda files? Activate them once as accountant and they will automatically be shown for each entrepreneur (VAT number) for which you have activated Coda’s. No set-up on client level is needed, also see our video about the CodaBox integration.

Invite client

Now that your client’s file is completely in order, all you have to do is invite the primary contact. Go to your client via the list of your clients in the ‘Clients’ menu or via the list on the home page. In the ‘General’ tab, you will find a button in the right-hand column to send the invitation. For security reasons, this link is not valid indefinitely. If it has expired, you can re-send the invitation here.

The contact person will now receive an invitation by e-mail. This e-mail indicates that you, as accountant, have invited this person for this company. The contact person only has to choose a password and his account has been created.

As soon as he or she logs in, he or she will see his TOCO portal, as fully set up by you as accountant, and he or she can start forwarding documents.

Tip: you can clearly see the status of your client in the client list. This changes from ‘created’ to ‘invited’ and finally ‘active’ as soon as the contact person is logged in.

Split and merge

Split and merge

Hello, my name is Evelien, Product Owner of TOCO.

You already know how to easily upload documents on our platform, but sometimes you want to edit those documents even further. Maybe you would like to upload all your documents at once and then split them further or maybe you would like to delete a blank page in a document? I would like to explain how to do that in the blog below.

Splitting up documents

Suppose you have uploaded a stack of invoices in one go via your scanner. This joint document is now in your inbox. Click on the 3 dots at the end of the document row and select the action ‘Split’. Your document will open in the window ‘Split or merge documents’. In this window you will see all the separate pages of your document. As soon as you stand between two pages of your document, a blue dividing line with a pair of scissors will appear. Click and your document will be split from there. All pages after the dividing line will slide down and form a new document. You can immediately give this new document the correct name by entering a document name in the name field. You can keep splitting up until each invoice has become a separate document.

 

Delete pages

Does your document have unnecessary attachments or even a blank page? You can easily remove them in the ‘Split and merge documents’ window. Select the document you want to edit and choose the ‘Split’ action. In the window you delete a page by selecting it (you can see this by the page turning grey) and clicking on the trash icon. Do you want to delete an entire document? Then click on the trash icon at the end of a document row.

 

Merging documents

Do you want to merge multiple documents in your inbox? Then select them and choose ‘split or merge documents’ at the top. The ‘Split or merge documents’ window is displayed and you can easily drag and drop pages up or down (once selected).

 

Save changes

Whether you have split documents, deleted pages or merged documents, as soon as you click ‘Save’ the documents will be adapted to the new situation. Deleted documents disappear, modified documents are updated and new documents appear in your inbox. In order to keep the high performance search function that TOCO is known for, we need to scan the documents again, which is why you can see the ‘upload’ message temporarily. After that, you can perform all actions on documents again (forward to your accountant, to company documents, delete, …).

Silverfin integration

Silverfin integration

Gain immediate insight into accounting reports through the TOCO-Silverfin integration

In previous blogs we already explained how to upload, pay and forward invoices to your accountant. But where do you see the results of keeping your financial records? How does your accountant process the documents you provide and how does this help you as a client to get the best possible advice?  I would like to explain this to you in the blog below.

The Silverfin platform

The Silverfin platform is integrated with the most common accounting packages and financial reporting tools. As a result, your accountant has at his disposal at any time a report with the latest data (invoices, account statements, …) of your company, regardless of how you deliver those documents. The accountant then uses this data to create the correct accounting reports on the Silverfin platform and make them available in TOCO. This allows you to collaborate better and refer to the same documents. Thanks to Silverfin, your accountant has more time to support you with advice.

The TOCO-Silverfin integration

TOCO has a partnership with Silverfin. This has the big advantage that you as a TOCO user (if your accountant works with the Silverfin platform) can consult the reports and analyses of your accountant directly on the TOCO platform. Fully integrated, so no separate login required. Your accountant has to make the link between their Silverfin platform and your company only once in TOCO.

As a user you will find your reports in TOCO under the menu ‘Pulse’. The first time you go to the ‘Pulse’, you will receive an email at the email address that is linked to your TOCO user. Once you have accepted the invitation, your reports will appear in TOCO. You can choose a certain accounting period and type of report at the top of the screen. If you are working with a quarterly periodicity, your accountant will probably create one or more reports every quarter, for example the VAT return. But you can also consult a profit and loss account, a balance sheet, etc. if your accountant has opened this report. It is the accountant who decides what is available and can be shown.

One of the biggest advantages of the Silverfin reports is that you can click through to the document level. Imagine you are looking at a profit and loss account. For each general ledger account you will find the different cost items with: date, description, document number and the amount. Even the original invoice (PDF document) is available, if linked by the accountant. Awesome!

Why are these accounting reports so important?

First of all, because you can consult your reports at any time, so you can see how your company is doing in accounting terms. In addition, it gives you an overview of what data is passed on to other authorities, such as the tax authorities. And last but not least, it completes the circle of your financial administration. Your hard work is rewarded!

 

SAVE THE DATES : TOCO will be participating at TAXVILLE ON TOUR 2020

SAVE THE DATES : TOCO will be participating at TAXVILLE ON TOUR 2020.

TOCO is very proud to announce that we will be on tour together with Wolters Kluwer to present our best of class integration with the leading business software vendor in Belgium.

TaxVille On Tour is an event taking place in 4 locations in March and enabling accountants to better understand the challenge of digitalisation and how important is the onboarding of your clients in this process.

Breakout sessions, a fiscal club and a plenary session focussed on client’s communication and advisory are in the planning. 

Following the signing of a strategic partnership in the last quarter of 2019, TOCO has been fully integrated in the product portfolio of Wolters Kluwer on both technical and commercial point of view.

TOCO is the portal enabling entrepreneur and tax advisors to better collaborate in the cloud, based on key features offered to entrepreneurs (personal digital archive, approved by the NBB and FOD Finances, payment with QR codes or PSD2, seamless integration with among others Basecone, Expert/M and Adsolut).

Present as a significant partner, the TOCO Team will be demonstrating the integration in the Wolters Kluwer ecosystem. We will be there also to activate the free TOCO Start to all accountants willing to initiate a new way of collaborating with clients. Come and meet us!

You can register for free on https://taxville.be/inschrijven/

 Want to know more about TOCO, please contact us on sales@toco.eu.

 

Your banking transactions automatically available on the TOCO platform thanks to our integration with CodaBox

Your banking transactions automatically available on the TOCO platform thanks to our integration with CodaBox

Hi, I am Evelien, Product Owner on the TOCO Platform.

Having your own business, that means keeping your financial administration. For many a necessity and certainly not their favourite occupation. TOCO tries to support you every step of the way. We already explained how to upload invoices and we will soon discuss how to pay invoices, but today I would like to go deeper into how to retrieve your banking transactions and balances automatically.

The CodaBox integration

TOCO has a partnership with CodaBox. This has the great advantage that existing customers of CodaBox can consult their financial transactions on the TOCO platform.  How to activate this service?

Your accountant also works with TOCO

Often SMEs have taken out a CodaBox subscription via the bookkeeper. You give your mandate once and the accountant receives your banking transactions and balances from one or more bank accounts (even from different banks) directly from CodaBox. To make the financial transactions also available to you, the end-customer, on TOCO, your bookkeeper has to make the link between TOCO and his CodaBox subscription once. The steps are as follows:

  1. The bookkeeper asks CodaBox for a token (unique code to be used once) for the TOCO platform.

  2. The bookkeeper enters this token under the TOCO menu ‘Settings > Integrations > CodaBox’.

  3. Your account balances and transactions will be available as of the next business day (note: as soon as there is a new transaction)

Tip for the bookkeeper: activate this integration once and all your customers with a CodaBox subscription will receive their financial transactions on TOCO, it’s that simple!

Your bookkeeper does not (yet) work with TOCO

Too bad your accountant hasn’t discovered TOCO yet. It would be a pity that you wouldn’t be able to use your CodaBox subscription then, so we will make sure that you can request a token yourself from mid-February (provided you have an active subscription through your bookkeeper or directly) and have your banking transactions available on the TOCO platform. The steps are then as follows:

  1. Indicate that you want to request a token via the TOCO menu ‘Settings > Integrations > CodaBox’.

  2. We will forward your request to CodaBox and they will send a token to the email address they have on file.

  3. Enter the token under the TOCO menu ‘Settings > Integrations > CodaBox’.

  4. Your account balances and financial transactions will be available from the next business day (note: as soon as there is a new transaction).

Why are these financial transactions so important?

First of all because you can consult your account balances and your bank transactions at any time, but also because this is the beginning of the possibility to complete the circle of your financial administration. You have uploaded invoices on TOCO, you have paid them and by placing them next to your bank transactions you can see if any documents are missing for your bookkeeper, also called reconcile.  Ideal, because you no longer have to wait for your accountant to ask for those 1 or 2 missing invoices. More about this soon. For the time being, we have the balances and banking transactions of the last closed working day, but we are working hard on our PSD2 license.

PSD2?

In short: PSD2 is the new payment directive within the European Union that makes it possible for account holders to give other service providers than their bank, such as TOCO, access to their payment account. The big advantage: you do not always have to go to your bank portal to view transactions in real time or initiate payments. You can then really do all the steps of your financial administration on TOCO (collect, pay and reconcile documents). This is done under very strict conditions. As an account holder, you give your explicit permission (consent) to, for example, TOCO to retrieve your account information, to initiate payments or both.

 

Of course, these new services are fully regulated and, as a service provider, you must meet strict conditions in order to be able to offer these services. TOCO is therefore in the final stage of obtaining this licence from the National Bank of Belgium. We will keep you informed!

Retrieve a document in your TOCO archive: it only takes a few seconds

Retrieve a document in your TOCO archive: it only takes a few seconds

Hi, I am Evelien, Product Owner on the TOCO Platform.

In the past blogs we explained how easy it is to upload documents on the platform and forward them to your accountant. In this blog I want to show you that it takes only a few seconds to retrieve any document stored on the TOCO platform. A purchase invoice to invoke your warranty f.e. Piece of cake to find it back!

OCR

Ok, this paragraph is a bit technical, but it helps you understand why you can retrieve your documents so easily on our platform. If you open an image, for example an invoice uploaded on the TOCO platform, on your PC, you can read the text, but a computer does not recognize words in an image. That’s why we use OCR technology. OCR is the abbreviation of Optical Character Recognition. OCR looks at each line of an image and attempts to determine if the black and white dots represent a particular letter or number. In other words, thanks to OCR a picture with text is turned into real text. That’s what we need, because once we have the real text we can easily search on text in or linked to the document. The OCR scanning starts as soon as you upload your document and by the time it finishes we have stored each word of your document in our database. 

Tags & Comments

When you upload documents on TOCO you have to complete 3 mandatory fields: file name, type of document and payment status (all are pre-filled or have a default value). But for retrieving a document it is the 2 optional fields that matter most: ‘Tags’ & ‘Comments’. By giving tags you can categorize documents. F.e. use the tag ‘insurance’ to tag all your insurance related documents or use the tag ‘loans’ for all your loan installments. Or even further, use tags to link invoices to different departments, such as ‘Human resources’, ‘ Accounting’, ‘Sales’ etc. You can enter several tags per document. To separate tags use the ‘Tab’ or ‘Enter’ button.

Notes are mostly used to add additional information to the document which is relevant for you and/ or the accountant. F.e. PC of Jane or ‘paid by credit card’ or page 1 is a company expense, but page 2 is a private expense’.  You can enter as much text as you want.

How to retrieve documents?

Each view under the ‘Documents’ menu offers a search functionality. You have a search bar on top of the ‘inbox’, the ‘Send to accountant’ tab and the ‘Archive tab’. Additionally, you can also search in the tab ‘Company files’.

As explained above, each word in a document is stored. You can therefore search in 3 ways:

  1. On every word of the document

  2. On a particular tag

  3. On comments

If you search on a particular word, tag or comment, the document list in that view, f.e. the ‘sent to accountant’ tab will be reduced displaying only those documents that match the entered search word. If the search word is found in the content of a document, that document will be shown in the correct line with the search word highlighted in yellow.

Save time: upload invoices via your TOCO email address

Save time: upload invoices via your TOCO email address

Hi, I am Evelien, Product Owner on the TOCO Platform. The key word of your financial administration is documents. Luckily, more and more counterparties allow you to receive your documents in a digital way, but how to forward those digital documents from your mailbox to TOCO? That's where this blog is all about.

Where to find my TOCO email address?

Before you receive your TOCO email address, you need to whitelist the senders of the documents. Why? For security reasons. Invoice fraud is a hot topic at the moment, therefore we want to prevent that persons or companies which are not indicated by you as ‘safe’ can forward digital documents to your TOCO inbox. That’s in short what white-listing means.

Under the ‘Documents’ menu you will find a wizard  at the very top that will guide you in creating your TOCO email address. You click on ‘add email address’ and enter 1 to 5 allowed sender(s). These can be your personal email addresses, but also the email address of one of your most trusted suppliers, so they can send your purchase invoice directly to TOCO. As soon as your TOCO email address is created, the wizard is no longer visible and instead your email-address is shown. Managing allowed senders is of course possible at any time via the ‘settings’ icon just behind the displayed email address.

Why such a 'cryptic' email address?

We care about our customers, and as explained above we want to assure only allowed documents are received in your TOCO inbox. Adding complexity to the email address makes it more secure and very hard to ‘guess’. But, fortunately, you don’t have to type or remember the email address. If you hover over the email address it is automatically copied to your  clipboard. Add it once to your address book/ contacts of your email provider and you can forget about it forever so to speak.

How to forward the PDF documents?

As of now, forwarding your PDF documents is a piece of cake. Go to your email inbox, choose ‘forward’ and select your TOCO email address. Just a little later the document(s) will arrive in your TOCO inbox, ready to be processed.

Upload all your purchase invoices (or other docs) in just 2 clicks

Upload all your purchase invoices (or other docs) in just 2 clicks

I am Evelien, Product Owner on the TOCO Platform. The key word of your financial administration is 'DOCUMENTS', therefore I would like to explain to you how easy it is to upload your documents in our platform.

Where to upload?

The upload button can be found both in the top menu bar and under the ‘Documents’ menu. Clicking this opens Windows Explorer or Finder on your Mac.  Select one or several documents and confirm via ‘Open’. Oh yeah, we also support uploading multiple files at the same time!

Our upload modal is shown immediately and in the background we instantly start scanning your document(s). Why it is so important that we scan? We love to share that with you in one of our upcoming blogs.

Upload modal

Your (first) document will be shown in the upload modal. This is also the place where you enter and complete relevant document data.

  • Document name: pre-filled, but you can change it ofcourse

  • Type of document: we distinguish 6 types of documents: purchase invoice, purchase credit not, sales invoices, sales credit note, receipt and other

Selecting the right type is not only useful for yourself, but especially for the processing of the document(s) by your accountant. Accounting packages recognize the type of document and book and categorise them accordingly.

  • Payment: per default unpaid, only for receipts we pre-fill paid

  • Tags: add tags for easy retrieval later on

  • Notes: add notes to clarification

 If you have uploaded multiple documents you can either enter the data per document or choose ‘apply to all files’. Of course, the type of document and the tags will be the same for all uploaded documents, but you can easily adapt. Usefull if you want to upload all your sales invoices or receipts at once.

Confirm you entry via ‘save’ and your documents will be available in your inbox. You can view the details of a document by clicking on the name of the document or just anywhere in the document row. Then the document will be shown with the details of the document on the right.