Submit documents via Yuki Assistant app

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

With the Yuki Assistant app on your Smartphone, you can submit documents (including receipts and invoices) directly and have them processed in your administration.

TIP!

You can download the Yuki Assistant app for iPhone for free from the Apple App Store.

You can download the Yuki Assistant app for Android for free from the Google Play App Store.

Follow these four steps to submit documents via your Yuki Assistant app:

• Add the documents you want to upload
• If necessary, edit the documnet detials or add additional information before uploading a document
• If necessary, delete a document or a page from a document
• Upload the documents to your administration.

Documents uploaded offline

Documents/files uploaded offline are uploaded directly to your domain in Yuki as soon as the Yuki Assistant is online. After uploading, a notification appears on the Yuki Assistant screen indicating that the documents/files have been uploaded.

The old upload flow has been replaced by the new upload flow

The way you scan and upload documents in the Yuki Assistant app has been replaced by the new upload flow.

One key difference is that you scan all documents using the same payment method, after which they are added to the workflow as separate documents. If necessary, you can add additional pages to each document immediately after scanning.

Watch a short video of the new upload flow here!

Add documents to upload (using the same payment method)

To upload new documents to your administration, click on the orange button at the bottom of your app’s home screen:

In the now-opened 'Add Document' screen, select one of the following three options:

• Scan one or more documents
  Take a photo of a document (invoice or receipt) that you want to upload. Tap on Save in the top-right corner of the screen. Repeat this for all documents (invoices or receipts) you want to upload.
  Then tap onthe blue checkmark in the top right corner of your screen.
• Choose from galllery
  The photos and images in your gallery will open. Select the photo or image you want to upload.
• Find document on another device
  The most recent files you’ve viewed with one of your apps on your Smartphone will open. Find and select the file you want to upload.

TIP!

Multiple photos (pages) can be uploaded at the same time (from the Gallery). The pages are then uploaded as separate documents.

After you've added all the documents using the same payment method, the following screen is opened:

Add more pages to document

To add more pages to a document, if necessary:

• swipe to the document in question
• tap on the document's photo
  
  The following screen is opened:
  
  
  
• tap on the plus icon in the bottom-right corner of the photo
• then add a document (page) as described above for the three different options.

  
  

  The number of pages added is show in the document photo.
  
  
  

Edit document details or add additional information

By default, Yuki automatically fills in the “Yuki Sort” folder for all documents to be uploaded.

To edit this if necessary or to add additional information to a document, click on Add document details.

The following screen is opened:

The following information can be entered: 

Folder (default is ‘To be handled by Yuki’)

Select the folder in your Archive where you want to upload the document (the default is the ‘To be handled by Yuki’ folder)

In this folder, you upload all financial documents relevant to your administration; therefore, your accountant must determine how the documents are processed in your administration and in which folder on the top shelf of your Archive the documents are stored.

Folders ‘To be filed by me’, ‘Insurance’, ‘Correspondence’, ‘Meetings’, and ‘Other’

The document is not relevant to your administration and therefore does not need to be processed by your accountant. Examples include insurance policies, deeds, correspondence, etc.

You place the document yourself directly in the tab of the appropriate folder on the bottom shelf in your Archive.

Subject

The subject of the document.

Date

Enter the date of the document.

Currency

If necessary, select the correct currency

Amount

Enter the total amount.

Click on the +/- button to enter a negative total amount (credit invoice).

Expense type

Select what type of costs the expenses consist of.

Contact

Find and select the contact of the document in your own Address book.

Project

You can link the document only to a project to which you as a user have access,

In the list shown, select the project to which you want to link the document. You can also search for a project using the magnifying glass.

Remarks

Add a remark for yourself or your accountant.

Enter the information, then click on Save document information.

Delete document or page from document

Delete document

To delete a document before uploading all documents to your administration:

• swipe to the document in question
  
  
  

• tap on the blue trash bin icon in the upper right corner of the photo
  
  The following message will appear on the screen:
  
  

  
  

• then tap on Delete to actually delete the document you're uploading.

Delete page from document

To delete a page from a document:

• swipe to the document in question
• tap on the document's photo
  
  The following screen is opened:
  
  
  
• tap on the photo of the page you want to delete in the bottom-left corner of the screen
• then tap on the trash bin icon in the bottom-right corner of the now-opened screen.

Upload documents to your administration

To actually upload the documents to your Yuki administration:

• select the administration to which the documents should be uploaded
• select the payment method that applies to all documents to be uploaded
  
  
  Claiming personal expenses
  Use the payment method “From private” if you want to claim your own expenses. Your accountant will process the document as a personal expense claim (paid in cash or with a personal debit/credit card) in your administration.
  
  
• then tap on Upload to Yuki at the bottom of the screen.

All documents will be uploaded to and processed in the relevant administration.

After uploading the documents, a message will appear on your screen confirming that the documents have been uploaded. 

View uploaded documents

To view the most recently uploaded documents, open your Archive (via Discover) and then tap on My uploads at the top of your screen.

The following screen is opened:

Uploaded document in Yuki

In your Yuki administration, the 'Workflow' section of the uploaded document indicates that the document in question was submitted via the Yuki Assistant app.

What do you need to consider?

• With the older Smartphone version, the quality of the photo may be less than that of a scan.
• Make sure the login credentials are recorded.
• Make sure you can email on your Smartphone.
• Make sure your Smartphone is PIN-protected. In fact, Yuki stores accounting login information on the phone!