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.

What is the current status of the TOCO platform?

What is the current status of the TOCO platform?

Hi, my name is Sven Beauprez and I am responsible for all things technical of the TOCO Platform.

October 2019 was an important milestone for TOCO. This was the first production release of the platform and it allowed our first users to test and grow the platform. Since then quite some users onboarded and use TOCO together with their accountant, fully integrated with the accountancy system of the accountant.

To give more insights into the platform and all the features we have today or that are expected in the near future, we start a blog series around the product and the architecture underneatch, the latter being more technical. In the coming weeks, Evelien and Jonas – our Produt owner and Business Analyst – will talk about documents, accountancy packages, bookings, payments, bank transactions, reports and much more to explain how to work with it in TOCO.

Next to that, I will elaborate on the architecture of our multi-tenant platform, the security, the availability, the business continuity, the different integrations, etc. to explain how we tackle different non-functional requirements and what we have done on a technical level to get a PSD2 license from the NBB (National Bank Belgium).

Just to give you a taste already, I’ll leave you with the webinar we recorded just after releasing into production. Lieve gives an overview of the platform in a demo environment, explaining some of the features that were available already in October 2019 (in Dutch). Know that we have worked hard since then to extend the platform with a lot more interesting features, which you will get to know in the next few weeks/months.

And THAT is how you go paperless, welcome in 2020!

And THAT is how you go paperless! Welcome in 2020!

A human being is a creature of habit, and yet...

At the start of each year we launch some good intentions: we want to do more sports, drink less, eat healthier, spend more time with the family, …

Easier said than done, it usually turns out around summer.

We let technology make our lives easier in so many ways and yet there is still a barrier to trying something new.

Let 2020 be the year in which entrepreneurs say in full: ‘now I’m going for it, now I choose TOCO’. The late evenings in front of the computer will be part of the period for the year change.

Do business consciously and leave administration to the technology. Always have access to your complete administrative file, find documents very quickly, pay in just a few clicks, follow up payments, communicate with your advisor about a document, deliver your invoices in the accounting software and get immediate feedback about your company.
Reduce the workload of your accountant and opt for quality. Connect with your trusted advisor.

We wish you a warm 2020, a year in which you make time for what really matters.

Become TOgether COnnected and make time for those good intentions!

Keep your work processes optimal by making the right choice of tools.

Keep your work processes optimal by making the right choice of tools.

Easier said than done?!

We fully agree that there is a solution to every problem in your office in the form of a tool.

But do all these tools communicate, do you get no overlaps, do you have to re-enter data, can you remember the different logins… and is the software simple and intuitive to link and implement…

To help you on your way, we have already mapped out the most important players in the field of accounting digitisation

 

Is accounting the new accounting?

The meaning, or rather, the raison d’être of accounting today is understood and experienced in different ways. Which sometimes undermines its importance.

Every major science or discipline has a solid foundation and often a rich history. Accounting too. It is not a modern invention, as many think, it probably originated more than 5000 years ago. This makes it one of the oldest human inventions.

However, it is generally believed that modern accounting was invented in Venice, a city port in the Mediterranean Sea. In 1494, it was an epicentre for growth in southern Europe. It was Luca Pacioli, an Italian entrepreneur, who felt that the time was ripe for him to be able to really assess the financial situation of  his company, to monitor it properly and to adjust if necessary. His method quickly became the basis for the decision-making of the many Venetian merchants. Pacioli’s method became their compass, on and off the water. Everywhere. Always.

What’s going on in the accounting world today?

Today, accounting is seldom fully up-to-date, and that’s not how it was meant to be. Well, I know, everything changes and that’s how it’s supposed to be. But nowadays, many companies, especially smaller ones, see their bookkeeping as a necessary evil that exists primarily for tax purposes. In addition, there is often a separate ‘internal accounting’ in addition to the official books. This will often be an Excel spreadsheet, allowing to follow up the company with figures. Simply because their bookkeeping is not good enough, or perhaps not user-friendly enough to use as a basis for decision-making.

With access to the last quarter’s figures, it is simply not easy to make the right decisions and make reliable forecasts.

Check it out for yourself – Do you have an immediate answer to the following questions?

  • The result: how’s your business doing at this exact moment?
  • Liquidity: is there enough money?
  • Key figures: are we on track?
  • Traceability: are you able to deduce all business facts and decisions taken? And do you see these effectively in your figures?

You may be able to find some useful figures, at first sight, from your annual accounts or other reports that have been drawn up afterwards – but I myself do not know of any platform that allows you to make strategic choices based on truly reliable figures. That is exactly why we will launch TOCO soon.

Decisions based on real-time data

You’d better be at the helm of your company with a reliable compass at hand. This is the only way to do business efficiently – with a long term view. By digitalizing and automating all your documents and streamlining your financial processes, turnaround times are greatly reduced and in many cases even eliminated. With TOCO you follow your company in real-time, with validated Silverfin figures,  replacing the separate, “internal accounting” Excel sheet, exactly as Pacioli envisioned it in 1494.