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.

Philippe was the head of the IT department in a prominent accountancy company when he thought up the concept of his automated record keeping platform TOCO. In this article, he shares his views on the evolution of accountancy and what the future holds.

Alongside The Glue (the fintech company run by Jurgen Ingels and Stefan Dierckx), Philippe Kimpe (39) developed a software platform that helps entrepreneurs to unify and control their financial records, from billing and banking to accounting.
Philippe was the head of the IT department in a prominent accountancy company when he thought up TOCO’s concept.
“We got so many positive reactions, I decided to give up my job and completely go for it”, Philippe says.

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, …).

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!

We all know that our financial documents are the basis of our financial administration. By reading our previous blogs, you know how to deal with them on TOCO. Besides having your documents, the second most important part is being able to pay them and keep track of the ones that are paid and which are not.

Pay your invoice

Paying your invoice on TOCO is a piece of cake. Your bank being open/able to read the universal European payment QR is however not always the case. Unfortunately the banks can decide themselves wether to implement this or not. Let’s look at the flow how it works in TOCO.

When you open an invoice in TOCO you will see the PDF of the invoice and all corresponding details already filled in by our OCR. The second tab of this document shows you the options to pay this invoice. To make sure all data is correct, you need to first check the OCR’d payment information and afterwards you can create the above mentioned QR code. This QR code is scannable with KBC, Belfius and Bunq banking apps.
You scan the QR code, your banking app shows you all the payment information and you can confirm. After your payment, you can easily indicate the invoice as paid.

Every invoice in TOCO has a payment status. This way you can easily keep track of invoices paid, unpaid, overdue, etc. This information is displayed in your inbox so you can see in a glance where you still need to take action.

Tip: pay attention in setting the payment status correct when uploading your documents in TOCO. This off course is essential in your further processing of the documents.

We are delighted to welcome our newest teammember, Iris Geudens, as Sales Executive for TOCO. Iris is no rookie when it comes to working for a start-up, as two times start-up founder at the age of 25. Data and automatization are just a few of Iris’s passions.

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!

That medal is mine! I ran the Seville marathon! The full 42.2km long!