Submit documents

Your administration in Yuki is built based on the documents and bank transactions you upload. This article explains how to do this as efficiently as possible for documents.

Yuki’s golden rule: “Everything is business-related”

It’s not always immediately clear whether an expense is business or personal. That’s why Yuki uses a simple rule of thumb: all receipts and invoices you submit are recorded as business expenses.

TIP!

What if your accountant later determines that certain costs were actually personal? No problem—this can easily be corrected to private afterward.

Submit documents immediately

Don’t wait until the end of the quarter; keep your administration as up-to-date as possible:

• Business PDF invoices: Forward these immediately upon receipt to the unique Yuki email address for documents for your administration.
  
  ATTENTION!
  Only files in the email larger than 100 KB wil end up as a document in the documents to be processed workflow in Yuki.
  
  
• Business receipts: Scan these immediately (or every evening) using the Yuki Assistant app on your phone.
• Paper mail and tax authorities: Scan letters from the tac authorites and paper invoices immediately and email them to your Yuki email address.
• Manual bank files: Can’t link a bank account to Yuki? Then submit the downloaded bank files very regularly (at least every quarter).

Correct order and sorting

Documents first, then bank transactions

For optimal automatic recognition by Yuki, it is essential that you upload the invoices first and the bank transactions afterward. This allows Yuki to link the payments directly to the correct invoice.

Sort by accounting entity and document type

Do you have multiple BVs or administrations within your Yuki domain?

• Sort the documents by administration beforehand.
• .Then sort them by document type before uploading or scanning (e.g., first all sales invoices, then purchase invoices, then receipts, and finally the bank files).

Important guidelines by document type

Purchase invoices and PDFs

• 1 invoice = 1 PDF: Make sure you submit only one invoice per PDF file. Does an invoice consist of three pages? Then scan it as a single three-page document.
• No splitting after the fact: Yuki cannot split a PDF once it has been submitted.
• Verification: After uploading, always check the overview screen to ensure the number of uploaded documents matches what you counted.

For a detailed description, see the article Upload files from PO Box.

Receipts (Parking, lunch, gas)

• Few receipts? Just scan them one by one directly using the Yuki Assistant app.
• Many receipts? Collect them and create a summary list by category once a week or once a month (e.g., all parking tickets). Include the date, amount, and VAT per receipt, along with a grand total.
  
  You can scan multiple receipts as a single document if certain conditions are met.
  
  For a detailed description, see article Scan multiple receipts as single document.
  
  Yuki also has an electronic expense claim form, where you can claim all your personal expenses in one go.
  
  For a detailed description, see article Create electronic expense claim.

Fuel purchase receipts

When you drive a lot of business kilometres, it is advisable to use a fuel card. It generates less administrative work (therefore cost saving) and serves better as proof for the tax authority. Take a look for instance at www.mkb-brandstof.nl.

Scanners

• Some scanners have software that are able to scan to Dropbox or Google Drive. When you have shared Dropbox or Google Drive with Yuki, you will find the scanned documents in the PO Box under History or Digital mail.
• Has your scanner a mail functionality then you can also use the email address for documents in Yuki to submit your documents.
  
  

Reminders and demands for payment

These do not normally need to be included in the administration.

Exception: Be sure to submit the demand for payment if it includes a penalty or interest that you are required to pay.

Is the original invoice still missing? If so, request a copy from the supplier; Yuki needs it for the VAT deduction.

Sales Invoices

• Via the Sales functionality: Do you create your invoices using the built-in Yuki Sales functionality? If so, they are automatically posted and archived immediately.
  This functionality is only available if a user with the 'Management' role has selected the Small, Medium, Large, or Unlimited package via the Yuki Store in the domain.
• Outside of Yuki: Do you create invoices in Word, Excel, or another program? Then submit them as a PDF or scan. Always ensure that your Chamber of Commerce number, VAT number, and bank account number are clearly listed on the invoice.

TIP!

If you use letterhead but submit sales invoices to Yuki on plain paper or as a PDF, you can place them directly in the ‘Sales’ folder.

For a detailed description, see article Submit printed sales invoices (without letter paper).

Payroll and Other documents

• Payroll processing: Does the accountant handle payroll? If so, submit the payroll journal entries and other payroll transactions.
• Other: Think of tax assessments, fines, train tickets, etc. The rule here is: better to submit one document too many than one too few!