OKTee OS Finance | SOA

Recover every euro you're owed. Without managing every case.

OKTee Finance SOA automatically creates commercial operation cases, orchestrates approvals and reminders, and tracks each amount through recovery.

Automate retail campaigns and financial reconciliation with OKTee Finance SOA

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ONE OPERATION · ONE RECORD · END-TO-END TRACKING

From contract signing to realized revenue.

Every step in one workflow.

Every transaction is tracked against its original authorization through to refund, settlement, or reconciliation.

ONE TRANSACTION. ONE CASE. COMPLETE TRACKING.

From contract signing to cash-in-hand.

Streamline your entire workflow.

Every transaction is tracked against its original authorization through to refund, settlement, or reconciliation.

How OKTee SOA works

An AI agent at the centre.

It moves operations forward. Your teams stay in control.

The AI Agent drives every case forward, looping in your team only when validation is required.

01 · CREATE

The operation is created automatically.

Forward the email or upload the file. OKTee extracts the agreed terms and creates a complete record, ready for review.

Automated Campaign Creation by OKTee Finance SOA AI Agent

02 · APPROVE

Agreements are approved by the right stakeholders.

The distributor reviews the pre-filled operation, the brand confirms its commitment and the retailer approves the terms that apply to them. Every response is timestamped and stored in the operation record.

Streamlining commercial agreement approvals with key stakeholders in OKTee Finance SOA

03 · TRACK

The operation progresses through to final results.

OKTee monitors the operation throughout the agreed period. Once it ends, the retailer receives a link to submit the results and upload supporting documents.

End-to-end campaign tracking and ROI with the OKTee Core Map AI Agent

04 · VERIFY

Results and supporting documents are verified.

At the end of the operation, the retailer submits the results and supporting documents. OKTee applies the agreed calculation rules, reconciles the evidence and prepares the financial claim. The distributor approves it before the credit note request is sent.

Automated verification, compliance auditing, and proof of work by OKTee AI

The OKTee AI agent

5 steps
End-to-end control

03 · TRACK

The operation progresses through to final results.

OKTee monitors the operation throughout the agreed period. Once it ends, the retailer receives a link to submit the results and upload supporting documents.

The OKTee AI agent

5 steps
End-to-end control

04 · VERIFY

Results and supporting documents are verified.

05 · FOLLOW UP

The AI agent follows through to closure.

If a credit note, payment or deduction is still outstanding, OKTee automatically follows up until the operation is fully reconciled and closed.

Automated dunning and follow-ups through dispute resolution in OKTee Finance SOA

WHAT CHANGES

Give sales teams back their time.

Give finance full visibility.

Equip every team with real-time, unified data to eliminate redundant workflows.

WHAT CHANGES

Give sales teams back their time.

Give finance full visibility.

Equip every team with real-time, unified data to eliminate redundant workflows.

BRANDS AND RETAILERS

Shared visibility

Each stakeholder automatically receives the information, approval request or follow-up relevant to them.

Accounting

A finance-ready record

Amounts, credit notes, payments and supporting documents are tracked without relying on sales teams.

SALES

Less administration

Trade agreements, approvals and follow-ups no longer need to be rebuilt manually.

SALES

Less administration

Trade agreements, approvals and follow-ups no longer need to be rebuilt manually.

FINANCE

A finance-ready record

Amounts, credit notes, payments and supporting documents are tracked without relying on sales teams.

BRANDS AND RETAILERS

Shared visibility

Each stakeholder automatically receives the information, approval request or follow-up relevant to them.

FROM EMAIL TO DRAFT

From email to a

structured trade operation.

Whether from emails, attachments, files, or API feeds, OKTee converts raw inputs into structured transactions, complete with all the data and documentation needed for tracking.

✓

Time saved: pre-filled operation

✓

Fewer errors: data checked automatically

✓

No manual re-entry: APIs, emails and attachments analysed

✓

Traceable sources: every piece of information linked to its source

Generate a promotion from an email and attachments in OKTee Finance SOA

Connected Data Sources

Emails, files, and APIs feed into a unified operational profile.

Data Sources

Consolidate emails, files, and API data into a single operational workflow.

All your social proof, centralized

All proof points

all in one place.

OKTee centralizes approvals, compliance, financial records, and the complete audit trail for every transaction.

Centralized approvals, receipts, and supporting documents within a single OKTee Finance SOA file

✓

Secure cash management: automated transaction control

✓

Faster Close: tighter action-item tracking

✓

Centralized repository: all agreements and documentation in one place

✓

Audit trail: comprehensive history of actions

Connected Data Sources

Emails, files, and APIs feed into a unified operational profile.

Audit Trail

Every action is time-stamped.
Track who approved, uploaded proof, sent reminders, or modified the file.

ALL SUPPORTING DOCUMENTS IN ONE PLACE

Every supporting document

in one place.

OKTee centralises the agreement, approvals, supporting documents, financial records and complete audit trail for every trade operation.

✓

Cash protected: amounts kept under control

✓

Faster closure: every action properly tracked

✓

Centralised record: agreements and supporting documents together

✓

Timestamped audit trail: complete history of every action

Complete audit trail

Every document, approval and action is timestamped and linked to the relevant trade operation.

Complete audit trail

Every document, approval and action is timestamped and linked to the relevant trade operation.

Refunds & recovery

Calculations

at checkout.

OKTee calculates totals, tracks credits and payments, and reconciles actual recovered revenue.

Track balances, credits, payments, and collections in OKTee Finance SOA

✓

Fewer delays: deadlines actively managed

✓

Cash recovered: payments tracked through to receipt

✓

Documents ready: invoice, credit note or deduction

✓

automated reconciliation: transaction amounts and payments matched

Financial closure

A trade operation is only closed once the financial document has been received and the amount due has been reconciled with the corresponding payment, credit note or deduction.

CREDIT NOTES AND CASH RECOVERY

From calculation

to payment.

OKTee calculates totals, tracks credits and payments, and reconciles actual recovered revenue.

✓

Fewer delays: deadlines actively managed

✓

Cash recovered: payments tracked through to receipt

✓

Documents ready: invoice, credit note or deduction

✓

Automated reconciliation: amounts matched with payments

Financial closure

A trade operation is only closed once the financial document has been received and the amount due has been reconciled with the corresponding payment, credit note or deduction.

Financial closure

A trade operation is only closed once the financial document has been received and the amount due has been reconciled with the corresponding payment, credit note or deduction.

DASHBOARDS FOR EVERY STAKEHOLDER

All your trade and marketing operations.

A tailored view for every stakeholder.

Wholesalers, brands, and retailers each get the tailored visibility and actionable insights needed for their specific roles.

Partner insights

All your trade and marketing operations.

A tailored view for every stakeholder.

Wholesalers, brands, and retailers each get the tailored visibility and actionable insights needed for their specific roles.

Every document retains the reference data required for transaction reconciliation and ledger integration.

Distributor

Full operational visibility

A complete
view

The distributor manages all its operations and tracks agreements, approvals, supporting documents, credit notes and payments, across every brand and retailer involved.

Wholesalers manage all operations, tracking agreements, approvals, proof of performance, chargebacks, and payments across every retailer and brand.

Brand

All its operations consolidated

The brand accesses every operation relevant to its business in a single dashboard, including operations involving multiple distributors using OKTee.

With an OKTee subscription, brands can track all their operations in a single, unified dashboard—even when sourcing from multiple wholesalers using OKTee SOA.

Retailer

All its agreements in one place

All your agreements
in one place

The retailer manages every operation relevant to its business in a single dashboard, including operations involving multiple distributors using OKTee.

An OKTee subscription gives retailers complete control over their operations and a single, consolidated view when collaborating with multiple wholesalers on OKTee SOA.

Take action easily. Manage everything from a dedicated dashboard.

One-time access allows a brand or retailer to approve an operation or upload a supporting document. To access complete tracking, full history and multi-distributor consolidation, the brand or retailer activates its OKTee dashboard.

Across the entire OKTee OS, any brand, retailer, or partner can complete required actions—such as approving operations, confirming details, or submitting documentation—without a subscription, using secure, one-time guest access.

To monitor and manage all operations, partners subscribe to the OKTee dashboard for a consolidated view—even when working with multiple OKTee-enabled wholesalers. Each wholesaler retains complete control over their sensitive data.

Before | After

Less time rebuilding files.

More margin protected.

Before | After

Less time rebuilding files.

More margin protected.

Before OKTee

Fragmented tracking that is difficult to evidence.

Agreements lost in emails

Manual Excel tracking

Unclear responsibilities

Missing documents

Forgotten follow-ups

Unmatched credit notes

Incomplete audit trail

Invoices, credit notes and payments difficult to reconcile.

With OKTee

One centralised record, tracked through to financial closure.

Automated records

Clear ownership

Timestamped approvals

Automated follow-ups

Centralised documents

Reconciled credit notes

Complete audit trail

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Retailers

Centralize operations for

all your retailers in a single workflow.

Ditch the spreadsheets. Track approvals, validations, follow-ups, and payments all in one unified platform.

ERP INTEGRATION

Operational from day one.

Even more automated with your ERP.

ERP Integration

Live

Instant value. Fully integrated and automated with your ERP.

WITHOUT ERP INTEGRATION

The operational workflow is already automated.

OKTee creates and tracks trade operations, centralises approvals, collects supporting documents, calculates amounts and manages follow-ups.

Accounting entries and payment confirmations remain managed by your teams.

WITH ERP INTEGRATION

Financial tracking is automatically synchronised.

OKTee synchronises available invoices, credit notes, deductions, payments and accounting statuses. Amounts are automatically checked and reconciled.

Your teams retain control over binding actions and exception management.

Octopia Finance SOA

Total transactions and refunds

are still sitting in your databases?

Centralize tracking in OKTee Finance SOA to monitor every claim through recovery.

Book a demo

OKTee OS

Discover more modules

of OKTee OS.

Operations, Finance, Marketing, and AI agents align on a unified data foundation to turn signals into action.

OPERATIONS

Finance

Marketing

AI Agent

FAQ

We clarify everything.

Browse our FAQ to find the answers you need.

What is OKTee SOA?

OKTee SOA tracks trade and marketing operations from the initial agreement through to the credit note, payment or internal deduction.

What does the SOA built-in AI agent do?

It automatically creates cases, sends emails, monitors deadlines, gathers evidence, and triggers follow-ups based on your business rules.

Is an ERP integration required?

No. SOA operates independently of your ERP. Once integrated, it automatically transmits billing-ready documents and reconciles invoices, credit notes, deductions, and payments.

Are additional OKTee OS modules required?

No. OKTee SOA is available as a standalone solution. You can deploy SOA independently without subscribing to our Supply, Logistics, or Business modules, and seamlessly integrate it with OKTee OS as your business scales.

Who can manage an event?

Whether led by a wholesaler or a brand, approval workflows, funding, retailer roles, and access permissions are fully customizable to align with your organization.

What visibility do brands and retailers have?

Users only access authorized operations and data. Brands can consolidate shared multi-wholesaler operations directly within their workspace.

Does SOA support all retailers?

SOA operates independently of retail connectors. Partners can integrate seamlessly via email, file exports, or secure links.