Centralizing your admin: no more scattered spreadsheets

Friday, quarter to five, last stretch before the weekend. A client calls to ask about the quote sent on Tuesday. The client spreadsheet is still open on the other computer, back at the office. The supplier's purchase invoice is still sitting in an inbox somewhere, never logged. And the payment that came in this morning will need to be matched by hand against the bank statement on Sunday evening, between two other tasks. None of this is dramatic on its own. Over a full year, though, it's exactly this kind of friction that eats up hours — and makes you lose track of a file.

Where information actually lives, in most small businesses

This isn't a personal organisation problem, it's structural. A Belgian SME's information naturally spreads across several tools that don't talk to each other: a spreadsheet for clients, an inbox for received invoices, a word processor for quotes, a separate app for the bank. Each tool does its own job well enough on its own. The trouble shows up at the seams — when you need to cross-reference two sources, dig up an exchange from three months ago, or simply remember what was already agreed with a client.

A client record that fills itself in before it even exists

In Voilo, opening a client or supplier record doesn't mean retyping an address, a legal form or a VAT number: entering the company number is enough, and the record fills itself in automatically from the Crossroads Bank for Enterprises (CBE), Belgium's official business registry. From then on, that record keeps the full history — quotes, invoices, exchanges — in one place, one click away the next time that client gets in touch, even months later.

Quotes, purchase invoices and sales invoices without re-typing anything

The same principle applies to the rest of the commercial paperwork:

• An accepted quote converts into an invoice without retyping anything, drawing on a reusable library of materials and articles.
• Purchase invoices — the ones from suppliers — land in the same space as sales invoices, and stay unlimited even on the free plan.
• Proforma invoices and credit notes follow the same document logic, with no separate tool to manage alongside everything else.

The bank finally talking to the invoicing

Once direct bank connection is active, incoming payments get matched automatically against the corresponding invoices. No more opening the bank statement on one side and the invoice list on the other to guess who paid what — that matching happens in the same dashboard as the rest of the invoicing, not in a separate tab.

Administrative procedures, without starting from scratch each time

Certain Belgian administrative formalities come up in a company's life without anyone really mastering them — precisely because they're done so rarely. The Démarches module walks through some of these common formalities step by step, from the same account used for invoicing, instead of hunting for information across different websites every time one comes up.

And where does electronic invoicing fit in?

Since 1 January 2026, structured electronic invoicing has been mandatory between VAT-liable businesses in Belgium, over the PEPPOL network — see our PEPPOL guide and the official einvoice.belgium.be page for the details on rules and exemptions (transactions with private individuals, among others, fall outside the obligation). In a centralised setup, this isn't a separate system: invoices sent and received through PEPPOL live in the same space as quotes, clients and the bank — not in one more tool to keep an eye on.

What actually changes

Back to Friday, quarter to five. The client calls: their record opens in a couple of seconds, showing Tuesday's quote and its current status. The supplier's invoice? It was logged the day it arrived, not three weeks later while digging through an inbox. And this morning's payment is already matched, with no manual work. The difference isn't down to some miracle tool — it's simply that the information lives in one place instead of four.

Client and supplier management, with unlimited purchase invoices, is already included in the free plan; quotes, automatic bank reconciliation and full accounting export become available from the PME plan, at €25/month excluding VAT.