Frequently asked questions

Ekeko is ERP and CRM software for Belgian self-employed people and SMEs. It brings quotes, invoices, planning, work orders, stock, a webshop and customer contact into one system, with workflows you draw yourself and AI that does the paperwork.

Ekeko is made for small and mid-sized Belgian companies that send people out to work on site, such as installers, cleaning firms and green maintenance companies. Quotes, planning, work orders, invoices and purchasing sit in one system, so the office and the technicians work from the same data.

Register with your email address and add your company details, or look them up in the company register. We then contact you to finish the onboarding. Your 30-day free trial starts once your account is activated and needs no payment. You work in your browser, so there is nothing to install. If you would rather see Ekeko first, book a demo.

No, you load your own lists from CSV or Excel with the import wizard, for example customers, contacts, suppliers, articles, locations and assets. Ekeko checks every row before anything is imported, and you can run an import again later to update records that already exist.

The AI drafts and reads, and nothing reaches a customer unless you send it or you set a rule that does. It drafts quote lines from your catalogue, reads a supplier's confirmation and writes reply drafts. Anything that cannot be undone waits for your confirmation.

A light user only works in the apps for hours registration, warehouse, till and field service, for example a technician who finishes work orders on site. A light user costs less than a regular user. The pricing page shows the current price.

Yes, all amounts on the pricing page exclude VAT unless it says otherwise.

Yes, you can pay per quarter or per year. Paying yearly gives the lower price per user per month. The pricing page shows both.

No, both are optional. The onboarding guidance is a one-time price and support is a monthly subscription with one hour included. You can start without either.

Yes, you can import customers from a CSV or Excel file, and Ekeko suggests which column goes into which field. Before anything is imported you see the problems per row and can download an error report. The same wizard works for contacts, suppliers, articles, locations and assets.

Yes, you describe your ideal customer, for example solar panel installers in East Flanders with 5 to 20 employees, and Ekeko searches the Belgian company register. Turnover and operating result from the filed annual accounts show before you call. Small companies may keep their turnover private, so it is not there for every company.

Yes, every quote, order, invoice, work order and email is filed with the customer or the deal, so one page shows what is open and what is already paid. Your colleagues see the same history when you are out of the office.

Yes, you connect a shared Microsoft 365 or Google mailbox, and every conversation is filed with the customer where your team can read it. You reply from Ekeko and assign a conversation to whoever follows it up, so it is clear who answers.

Yes, a campaign sends one email to a list in one go, and a sequence sends a series, such as three messages in the first week after a new customer. Dynamic lists fill themselves with everyone who matches your filters, so they stay up to date.

Yes, you set up an AI field that reads what is already in your CRM, for example the sector of every company. You preview five results first, run it on up to 500 records and undo the whole run if the answers disappoint.

Yes, your customer opens the quote in the customer portal, draws a signature and accepts it on screen. The quote then shows as accepted on your side, and a workflow can start the work order and the invoice from that signature.

Yes, you say what the job is, for example twelve solar panels, a 5 kW inverter and installation, and Ekeko drafts the lines from your own catalogue. The prices stay yours to set and nothing goes out until you send it. Dictating needs an internet connection.

Yes, an accepted quote becomes an order and an invoice without retyping, and a to-invoice list shows what is ready to bill. For a big job you can send a deposit invoice first, and the final invoice deducts it. Credit notes belong to the same chain.

Yes, Ekeko sends invoices and credit notes over Peppol as structured e-invoices through the Billit access point, and shows the delivery status. Structured e-invoicing between Belgian VAT-liable businesses has been mandatory since 1 January 2026. You need a Billit account for the company you invoice with.

Yes, Ekeko checks every supplier invoice against the purchase order and the goods received, so you only look at what does not match. An invoice can come in over Peppol, as a PDF or be entered by hand, and payment is held when it drifts too far from the order.

Yes, contracts are invoiced by a billing run that makes one invoice per customer for every period that is due. A nightly run can leave the invoices as drafts for you to review, or book and send them straight away, over Peppol when the customer can receive it and by email otherwise.

Yes. When a customer mails an order to a sales mailbox you connected, Ekeko reads the mail and its attachment, finds the customer and your articles in your own data and prices the lines from your price list. A clear order becomes a draft quote. Anything unclear waits in a review queue, and nothing is confirmed or sent without you.

Yes, technicians open the field app in the browser on their phone or tablet and can add it to the home screen. They see their own work orders, with the tasks, materials and time for each job, and the office sees the same work order on its side.

Yes, in a basement without signal a technician can track time, take photos, get the customer's signature and close the work order, and everything syncs once there is a connection. The app also opens without signal. Dictating and starting a job with a safety check need a connection.

No, a work order stays open while a required photo is missing or the fault report that the job type asks for is not filled in. A required checklist line can only be left open with a written reason, and that reason is kept in the audit trail with the technician's name.

Yes, when a technician taps On my way, Ekeko can email the customer the technician's name and the expected arrival time. WhatsApp works too once you have set it up and the customer has agreed to it. The technician decides for each visit whether the customer is told.

Yes, technicians start and stop the clock on the job, you approve the hours, and the approved hours go onto the invoice without retyping. Hours that are still waiting for approval stay off the invoice, and you are told so.

Yes, maintenance plans create the work orders for recurring visits ahead of time, on a fixed interval or by meter reading, such as running hours. Nobody has to remember a visit, and you plan them on the planning board like any other job.

No, your webshop is built on the catalogue you already manage in Ekeko, so you do not need to build or maintain a separate shop. Customers browse, check out and pay online, and every order comes straight into your system.

Yes, a visitor tells the shopping assistant what they need, for example headphones for working from home, and sees matching products from your webshop. The assistant only suggests products from your own catalogue, so it never offers something you do not sell.

Yes, the webshop uses the same catalogue you already manage in Ekeko, so every product is kept in one place only. The same articles, prices and stock are used in your quotes, your work orders and your shop. A change to an article is made once and shows up everywhere.

Webshop orders come straight into Ekeko with the customer details attached, next to your other sales orders. You follow each one from payment to shipping in one overview. You can refund a line, the shipping cost or another amount from the same order.

Yes, one product can have several variants, each with its own item number and photo, such as a thermostat in three colours and two sizes. Each kind of product gets its own properties, and products you sell together are bundled into one article.

Yes, the webshop works from the stock you manage in Ekeko. When an article runs out, you choose whether the shop shows it as out of stock, hides it or keeps selling with a message such as the delivery time. Catalogue, cart and checkout follow the same rule.

Ask Ekeko answers from the documents you add to the knowledge base and from your own Ekeko data, and it names the source next to each answer. You ask in your own words, typed or dictated, and it only uses what your role is allowed to see.

You can add PDF, Word and Excel files of up to 100 MB each, written notes and links to web pages. A whole website can be crawled too, and you describe which pages are worth keeping. Scanned PDFs are read as well.

Every answer shows its source, so you can open the document and check it before you act on it. Ask Ekeko can still be wrong, for example when the right document was never added, so you decide what to do with the answer.

Only the people in your company whose role allows it can see the documents you add. You set those roles per employee. Other companies on Ekeko never see your knowledge base, and Ask Ekeko only uses what the person asking is allowed to see.

No, the AI drafts a reply from the conversation and your knowledge base, and you review and send it. Without an automatic reply rule on a mailbox, every reply waits as a draft. With a rule, the AI can answer by itself, up to a limit per conversation.

No, the customer portal is a web page. You invite a customer by email, they set a password and log in from their browser. An administrator on their side can invite colleagues, and you can take access away again whenever you want.

Customers submit and follow service requests, open their work orders, quotes, invoices and contracts, sign quotes and fill in forms you send them. They also see their own equipment and where it sits on the floor plan. You decide who gets an invitation.

Yes, a service request from a customer lands in your service requests list, where you triage it and convert it into a work order. The customer follows its status in the portal without calling you, and can get automatic emails about it.

Yes, when online payment is switched on for your company, a customer opens an open invoice in the portal and pays it there. The portal follows the payment until it is confirmed, and the invoice then shows as paid. If a payment fails, the customer can try again.

Yes, for the appointment types you open to customers. A customer books straight from the portal and the booking shows up in your bookings list. Public booking pages work the same way for people who are not customers yet, and their bookings land in the same list.

No, you build an automation by dragging blocks together, or you write in one sentence what should happen and Ekeko builds the flow and checks it. There are blocks for your data, tasks, communication, conditions and calculations, and you decide when it goes live.

Something that happens in Ekeko can start it, such as a signed quote or a new customer, and so can an incoming email, a submitted form, a moment in time or a call from another system. You pick the trigger when you build the automation.

Yes, a workflow can contain an AI step or an AI agent that carries out a task you describe, and its answer flows on to the next block. The run history shows the task, the steps the agent took and its answer, so you can see how it reached a result.

You change it yourself in the builder, by moving or adding blocks. Test the change on real records before you set the flow live again, and use the run history to check what happened in earlier runs. A workflow you no longer use can be archived and brought back later.

Yes, you run a test on real records from your own data and read what every step did before you set the flow live. In a test run nothing is saved or sent, although AI steps call the model for real and use credits.

No. A reply draft appears only when an agent asks for one, and a person reads, edits and sends it. Customers do get automatic mails when their request is received, resolved or declined, and a satisfaction survey after it is closed. You can switch these mails off for the account.

You decide per mailbox. Ekeko can add the sender as a new contact and raise the request on them, file every request under one customer you pick, or refuse the mail. Intake runs on a Microsoft mailbox that you connect to Ekeko.

No. The page goes out as a notification in Ekeko, an email and a push message on phones that allow it. An agent starts an escalation, it does not start by itself. Ekeko does warn the assignee before a deadline runs out, and tells the assignee and the desk managers once it has passed.

Yes, with one action. The work order takes over the customer, the equipment, the title, the description and the priority, and keeps the service contract that covers the request. A request can have more than one work order if you choose to add another.

Yes. You paste a short snippet on your site and the page shows inline or as a popup. It only loads on the domains you list. Every page also has a link that Ekeko hosts for you, if you would rather share that.

Ekeko checks the capacity again when each customer sends the booking, one booking at a time. The first one gets the place and the other is told the moment is gone, without losing what they typed. While someone fills in the form Ekeko also holds the moment for them, but that hold is short, so the check on sending is what counts.

Not by default. You can set a package to ask for a deposit, which is booked as an advance invoice, and the booking page shows the amount before the customer commits. Customers you invoice on account are not asked for it.

You choose per form. Either nothing is saved, or the visitor can continue later from the same browser or from a mailed link, or you also see who got stranded and where, so you can send them a link or fill the form in for them. A draft without an email address or phone number is removed after two days.

A campaign is one mail that goes to a whole list from your own domain. A sequence is a series of mails sent one by one from a person's own mailbox, for example a quote follow-up, and it can stop when the customer replies. A series of marketing mails to a list is built with a workflow that enrols contacts in one campaign after another.

Yes. A campaign sends from a verified domain. You add the domain in the settings, put the DNS records at your DNS provider and check them with one button. Until the domain is verified you can build the campaign, but not send it.

Every campaign mail ends with an unsubscribe link, and one click is enough. The address goes on the unsubscribe list and no longer receives campaigns or sequences. Addresses that bounce for good or are reported as spam land on that list too.

A sign-up form can add people to a contact list, and you can ask them to confirm by email first (double opt-in). The webshop has its own newsletter sign-up with double opt-in, and its subscribers are listed on the Newsletter page.

Yes, once you connect a mailbox for supplier answers, Ekeko reads the mails that arrive there, and the PDFs you drop on an order. AI compares the lines with the order and you accept or change each difference. For a supplier you trust, answers inside your tolerance are accepted automatically, except for lines bought for a customer. Reading uses AI credits.

Yes, you set an article to be tracked by lot or by serial number. Lots carry an expiry date, and you can follow a serial number from the delivery to the customer's equipment. A serial number can be blocked, so the unit stays on the shelf but cannot go out.

In the warehouse app you book extra goods as surplus, or receive another article as a replacement for an ordered line. Goods that go back to the supplier are recorded as a purchase return with a reason, and the stock goes down. The credit note still comes from the supplier, and the supplier invoice is checked against what was received minus what went back.

Yes, a request for quotation sends the same lines to several suppliers by email. You enter the prices that come back, compare them line by line and award each line to the supplier you choose. Ekeko then makes a draft purchase order per winning supplier.

No. The phone camera reads EAN, UPC, Code 128, Code 39, ITF and QR codes, on an iPhone as well. A Bluetooth or USB hand scanner that types like a keyboard works too, and any code can be typed.

The app needs a connection to book. A bar at the top says when the phone is offline, and receiving, counting, picking, moving and signing are not saved for later. Carry on once the connection is back.

Scanning only fills in the count sheet. The stock changes when the count is completed, which puts each counted line on the number counted and keeps the correction as a stock move you can look back on. Until then a wrong total can be replaced.

Starting an order puts it in your name, and a colleague who opens it sees who is picking. They can take it over, and what was already picked stays in the delivery. Handing the order back keeps your picks too, so the next person carries on where you stopped.

You record the delivery as handed over without a signature and pick a reason: nobody was there to sign, the recipient would not sign, left at the agreed place or another reason. The delivery stays on the "To sign" list, so it can still be signed later.

Yes, you decide per role who can see and do what, so each employee gets exactly the access their job needs. You can also hide individual fields from a role, and Ask Ekeko only uses what the person asking is allowed to see. Other companies on Ekeko never see your records.

Yes, you set up two-step verification with an authenticator app the first time you log in, and you get recovery codes in case you lose your phone. You manage your signed-in devices and sessions yourself. If your codes run out or get lost, your administrator can reset the verification for you.

Yes, through SCIM provisioning from Microsoft Entra ID. Your administrator makes a token in the settings and pastes it into an Entra enterprise application. From then on Entra creates, updates and switches off accounts and sends its groups, which you map to roles. A new colleague gets the default role you chose.

Yes, every change an AI makes, through Ask Ekeko, a connected assistant, a workflow, an AI field or an order mail, is labelled and listed in AI review. You can open each change and revert it where it can be undone.

Yes, alongside the dashboards you build your own reports with charts and drill-down to the details. If a report is missing, you say what you want to see, for example deals won per month, and Ekeko builds the chart for you to adjust and save.

Yes, through MCP, once your administrator switches on AI connections. The assistant works with the permissions of the person who connects it, anything that cannot be undone waits for your confirmation in Ekeko, and AI edits are labelled in the audit log.

No, the price per user includes every module, so CRM, quotes and invoices, field service, webshop and bookkeeping are all covered. Modules can be switched on or off per company, so your team only sees the ones you use. The pricing page shows the current price per user.

The hours app opens in the browser on a phone and can be put on the home screen. Each day shows as a list there. Saving needs a connection, because hours are written straight to the server. Time on a work order is booked in the field app.

Deciding needs the right to approve hours, and you can limit an approver to the weeks of the projects they manage. Whoever holds that right may also approve their own week, and the week then shows it. Several weeks can be approved at once.

The hour keeps the rate it had when it was approved. A change to the post, contract, customer or default rate only applies to hours approved afterwards. If no rate is known, the hour is still approved and Hours to invoice names the post.

Give a post a fixed price and plan its terms, such as a deposit and a balance. Other posts of the project can still be billed by the hour. The hours on a fixed price post stay bookable and count against its budget, but never reach Hours to invoice.

When an invoice bills hours, its PDF gets a separate page called Time specification, with the hours per post, day and person and a total. It shows no rates or amounts. It lists the time worked, so it can differ from the invoiced quantity because of rounding.

Download the accountant export, one ZIP with a CSV per journal and the PDF and UBL file of every booked sales invoice and credit note. If your accountant works in Exact Online, Ekeko can book your sales invoices there and pull in the supplier invoices Exact receives.

The return is filled from the booked documents of the period and checked against the VAT accounts in the ledger. A difference comes with the list of other bookings on those accounts, and a return that does not reconcile cannot be marked as filed.

Set the start number of your invoice and credit note series once, before the first one is booked, and your old numbering carries on. Post an opening balance with your open invoices and bills so reminders and payment matching work from day one.

The cash flow page forecasts the coming weeks, 13 by default, from your bank balances, open invoices at each customer's usual payment delay, open supplier bills, contracts, VAT on its deadline and recurring amounts you add. It marks the lowest point.

Register each fixed asset once, with its life and a straight-line or degressive method. Ekeko posts the depreciation for each month once it has ended, and selling or scrapping an asset posts the result. The depreciation report ties back to the ledger.

An ordinary article sells anyway and the stock level goes negative, a sign that the shelf needs counting. A machine with a serial number is refused when it is not in stock.

Pick or create the customer on the ticket. A customer with a VAT number gets the invoice automatically and a private customer can ask for one. The invoice is booked with the payments registered, and a refund for a customer with a VAT number becomes a credit note.

Set up a register for each counter. Every register has its own session, drawer count, stock location and payment methods, and only one session can be open on a register at a time. Colleagues on the same register are credited per line as the seller.

The webshop checks the live stock of the shop warehouse before it takes an order. Point the register at that warehouse and every till sale lowers the stock the webshop sees, so both sell from one count.

The till does not talk to the card terminal. Take the payment on your own terminal, then confirm the amount at the till, which records it as a card payment and counts it in the day report.

No, you upload the CODA file your bank exports, and Ekeko proposes which invoice each payment belongs to. It reads CODA only and does not look into your bank account. You confirm each match, and the payment is registered on the invoice.

Yes, you download the accountant export, one ZIP with a CSV per journal and the PDF and UBL file of every booked sales invoice. If your accountant works in Exact Online, Ekeko can also book your sales invoices there and pull in the supplier invoices Exact receives.

Yes, each person gets a role that decides what they can see and do, and you can hide cost prices from a role. A change to a role applies at once, without logging in again. Start with the ready-made roles or build your own.

You enter them as open items with their due dates in your opening balance, so reminders, the ageing report and payment matching work from day one. Customers, suppliers, articles and contracts come in through the import wizard from a CSV or Excel file.

Yes, the field app runs in the browser of your phone or tablet, with nothing to install from an app store. You see your jobs, register hours and photos, and let the customer sign on the screen. Hours, photos and the signature keep working without signal.

It starts on the install date you enter when you register the machine, and on the delivery date when a delivered serial unit creates the machine. Either way the start date is its own field, so you can correct it to the real commissioning date afterwards.

Yes, hours, photos, the customer's signature and closing the work order are kept on the phone and sent once there is signal and the app is open. The checklist is checked on the phone before the job closes. Dictation needs a connection.

Yes, Ekeko sets the approved hours at their cost rate and the materials at their cost price against what you bill, per work order and per project. Only roles allowed to see job margins can open it, so you can keep it from your technicians.

No, Ekeko does not file anything with an inspection body or the grid operator. You can attach the inspection certificate to the machine and track its next due date with a reminder, and the signed work order and photos show what was installed.

Yes, the import wizard takes machines, contracts, customers and more from a CSV or Excel file, suggests how your columns map, and checks the file before anything is saved. A machine with a warranty end date gets that warranty registered.

Only contracts you set to renew automatically are renewed, by a nightly run, unless the customer's cancellation was registered in time. Every contract that ends soon shows up on the list to renew, 60 days ahead by default. Ekeko does not send the customer a renewal or cancellation letter.

No, you enter the new index value yourself and Ekeko shows the new fee of every contract that follows that index. You untick what should not move and apply the rest. Only cost indices are offered, such as an Agoria wage index or a materials index. The consumer price index is not one of them.

The visit past the included number is billed instead of covered by the contract. A contract can include visits and hours per period and say whether labour, materials and travel are covered. Unused hours can carry over to the next period if you switch that on.

Yes, one day at a time. Ekeko proposes a drive order for a technician's day, shows what it saves, and you apply it or leave it. It measures from the depot, the technician's home or the first job, and pinned jobs stay in place. Jobs without a known address go last.

Yes, you import contracts, customers and machines from an Excel or CSV file, with suggested column mapping and a dry run that lists the problems per row before anything is saved. A contract row carries the customer, machine, service level, start and end date. Billing terms for up to 2000 contracts can then be set in one go.

No, the official inspection report comes from the accredited inspection body, and Ekeko does not issue one. Ekeko keeps your own readings, photos and the customer's signature on the work order and prints them in the signed work order, and you can store the inspection body's report in the installation's file.

Yes, you import technicians' skills from an Excel or CSV file, with the certificate number, issue date and expiry date as columns. A dry run lists the problems per row before anything is saved. Machines and installations can be imported the same way.

A line you mark as stopping the job blocks the start when it is answered negatively, and the technician's only route is to refuse the job with a reason. There is no start-anyway button. The safety check is asked again at every start and every resume of work.

Yes, once the work order is signed, the customer can open it in the portal, including the checklist answers and whether each reading was within range. Photos only show up when you have shared them with the customer. The summary and findings appear after signing as well.

Yes, a roster says who is on call, and an escalation ladder says who to page and after how long. Starting the escalation on a service request pages whoever is on call now, then the next level. It arrives as a notification, an e-mail and a push on the phone, and there is no SMS or phone call.

Not yet. Check-in and check-out becomes mandatory for building sites of 500,000 euro or more, excluding VAT, on 1 April 2027. Ekeko's registration with the social security service is built for cleaning today. Until the new date, building sites keep using Checkinatwork.

Yes, you choose how two phases depend on each other, for example that the next one starts when the first finishes or together with it. You can add days of waiting, say for concrete to cure, or negative days for overlap. A move that breaks a link still goes through, with a warning.

You see it before you invoice. On a fixed-price job the hours and materials booked are listed as possible extra work, and you decide per job whether to invoice them on top of the quote. Where a quote line carries planned time, it also shows hours booked against hours quoted.

No, cost and margin figures need their own right. In the standard roles admins and managers have it and technicians do not, and technicians do not see the project list at all. They open the jobs assigned to them on their phone. You can give the right to other roles in the role settings.

They come from different data, so Ekeko shows both side by side. The costing figure uses approved hours at your internal hour cost, the materials booked on the work orders and what those work orders bill. The accounting result uses the invoices and supplier invoices booked on the project, so subcontractor invoices only show there.