Start with new domain (Entrepreneur)

When you log in to your Yuki domain for the first time, your domain which may contain one or more administrations is still virtually empty. Yuki operates entirely based on the documents and data you provide; anything not provided cannot be posted. It’s better to provide a little too much than too little.

That’s why it’s important to share all relevant information about your company with your accountant during the setup phase, so that the back office staff know what kind of business they’re dealing with and what the specific details are. 

The more frequently you submit documents, the more reliable your figures will be. We recommend submitting everything on a fixed day each week. If that’s not possible, make sure to do so at least once a month to avoid additional costs.

Before you begin, check whether your hardware and software meet the current system requirements!

Confirm data processing agreement

With the introduction of the GDPR, it is necessary for an accounting office to enter into a so-called data processing agreement with you. 

The data processing agreement outlines agreements regarding the processing of personal data, procedures for data breaches, the right to audits, and software security.

Once the accountant has prepared the data processing agreement, it must be digitally confirmed by the domain owner or a user with the 'Management' role.

For a detailed description, see article Confirm data processing agreement for domain.

Get started with your domain (with one or more administrations)

To set up your domain as efficiently as possible, submit all relevant data (including documents and bank transactions) for your company, review this information after it has been processed, and ask questions if necessary, please follow these steps:

1. Submit company information
2. Reconcile your VAT return
3. Set up your domain
4. Submit documents and bank transactions
5. Review and verify data
6. Ask your accountant questions.

Read through the various steps carefully and follow the instructions as closely as possible. You’ll also receive regular tips to ensure that your administration can be updated accurately, completely, and on time.

Step 1. Provide company iformation

The back office needs basic information to understand how your company works. During the startup phase, please provide the following:

• Name and address details and legal nature
• Financial year and start date of administration
• Initial position of administration (opening balance and outstanding receivables and payables)
• Cash register, petty cash or cash transactions.

Step 2. Who will file the VAT return?

Together with your accountant, you’ll determine who will prepare and file the VAT return:

• Will the accountant file your tax return for you, or will you do it yourself?
• If you're doing this yourself, you can set it up through the specific VAT settings in Yuki.

For a detailed description, see article Who will submit VAT return: the accountant of yourself? and Submit VAT return as entrepreneur in Yuki.

Step 3. Set up domain

Set up your domain in Yuki to meet your company's needs:

• personal settings: each user can set their own preferences (this does not affect Yuki's operation).
• functional settings: configure settings that affect how Yuki works and create the necessary additional users in the domain.

For a detailed description, see article Domain settings and Create user(s) in my domain.

Step 4. Submit documents and bank transactions

To begin the actual bookkeeping process, it is important that all documents (such as invoices) and bank transactions be submitted to Yuki:

• scan, or upload manually from your computer or cell phone
• automatically sync with your bank
• Email documents directly to your unique Yuki email address.

For a detailed description, see article Scan, upload, synchronise and/or email documents, Submit documents and Submit bank transactions.

Step 5. Review/verify processed documents and bank transactions data

After the accountant has processed your documents and bank transactions, you can view the results. Depending on your user role and associated rights, you can:

• view documents and transactions

• edit document details

• optionally delete documents (if submitted incorrectly).

For a detailed description, see article Document details for entrepreneur, Document processing by entrepreneur and Document deletion by user.

Step 6. Ask questions to accountant 

When you have a question or comment about a processed document, a bank transaction, or an entry, you can ask the accountant directly from various places in Yuki:

• directly from a specific document, bank transaction, or entry

• centrally via the Po Box.

.For a detailed description, see arricle Ask question and Questions (communication between back office and user).