Enter an invoice or payment once and the books follow.
An invoice goes out, a customer pays, a bill arrives, and someone types each one again into the bookkeeping. In Ekeko the ledger fills from the documents themselves, the VAT return builds from it, and your accountant gets the result as one download.
Ekeko's bookkeeping lets Belgian self-employed people and SMEs keep their books without typing every invoice, bill and payment twice. Sales documents post to the ledger themselves, and supplier bills wait as drafts you approve. Bank lines get proposed matches, the VAT return builds from the books and your accountant gets one export.
What's all in there?
What you book during the month is already in the ledger when the VAT return, the reminders and your accountant need it.
Every invoice, credit note and payment lands in the books by itself.
An invoice goes out, the customer pays, and someone types both into the books. In Ekeko, booking an invoice or credit note posts one balanced entry in the sales journal, with revenue per VAT code and the VAT on its own account. A payment posts to the financial journal, and a posted entry is only corrected by a reversal.
Without it: the invoice list says one thing, the ledger says another, and the difference is found when the quarter is closed.
A supplier bill becomes a draft you check and approve before it is booked.
Supplier bills arrive by mail and wait until someone has time to type them in. Upload a UBL file, a PDF or an Excel file and the bill lands in your purchase invoices as a draft, and Ekeko can propose the expense account and VAT code from that supplier's earlier bills. Nothing is booked until you approve it.
Without it: a bill gets entered twice, or never, because nobody could tell from the mailbox whether it was already done.
Payments on your bank statement arrive with a proposed invoice.
A bank statement arrives and someone checks, line by line, which invoice each payment belongs to. Upload the CODA file from your bank and Ekeko proposes the invoice or supplier bill behind a line, by structured reference, amount or IBAN. You confirm, and the payment is registered and booked.
Without it: paid invoices stay open for weeks, a reminder reaches a customer who already paid, and nobody trusts the open items.
The VAT return builds itself from the books and shows if it adds up.
When the VAT period ends someone adds up the VAT by hand and hopes it matches the books. Ekeko fills the Belgian VAT grids from the booked documents of the period and checks them against the VAT accounts. When they agree you download the return as an XML file and mark it as filed here, which locks the period.
Without it: a VAT difference is found at the deadline, when there is no time left to find out which booking caused it.
Reminders go out on the days you set, for invoices still open.
Chasing late payers means scrolling through open invoices and remembering who got a reminder and when. You set the levels and the days after the due date, and every day Ekeko mails the next reminder for each invoice still open. The ageing report shows who owes what and how late it is.
Without it: the customer who always pays late is never chased, and one who paid yesterday gets a reminder anyway.
Your accountant gets the year's journals and sales invoices as one download.
At year end the accountant asks for exports and copies of invoices, usually in separate mails. One ZIP holds a CSV per journal and the PDF and UBL file of every booked sales invoice and credit note. The trial balance, balance sheet and income statement come from the same ledger, and the year-end close opens the next year.
Without it: the accountant rebuilds the year from PDFs and mail attachments, and the questions come back after the books are closed.
Frequently asked questions
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.
Ready to close the quarter without the scramble?
Book a demo and we follow one invoice from the day you book it to the VAT return and the accountant export.