Block Sender

Overview

The Block Sender feature helps you stop spam or fraudulent invoices by letting you block unknown email addresses from delivering documents to your account. Blocked invoices are automatically archived, keeping your AP queue clean and secure.

Availability

The feature is available to users who:

• Are using the new beta user interface

• Have ‘Trust Score’ and ‘Block Sender’ enabled

• Have user roles enabled with one of the following permissions:

  • Block Unknown Email Address

  • Edit Email Block List

*If ‘Trust Score’ and ‘Block Sender’ features are not enabled on your account, and you wish to try, then please reach out to your Customer Success Manager or our support team.

How to Enable

Update user roles:

• Assign either Block Unknown Email Address or Edit Email Block List permission to relevant roles in Settings → Manage Roles

Access the feature:

• Users with the Block Unknown Email Address permission can use the Trust Score panel on invoice view (for eligible invoices)

• Users with the Edit Email Block List permission can go to Settings → Invoices → Blocked Senders to manage rules centrally

How It Works

On Invoice Details View

• A block icon appears on the Trust Score overlay for any invoice sent by an unknown email address.

• Block icon is enabled for a sender only if:

  • The email address has <5 exported invoices in the account

  • The user has the Block Unknown Email Address permission

• After blocking, the invoice will automatically be archived.

• The current and future invoices received from the same email address will automatically be archived and have a Blocked Sender message in the invoice history log.

On Settings Page

• Users with the Edit Email Block List permission can manage the full list of blocked senders via Settings → Invoices → Blocked Senders

• Any email address can be blocked from the settings page, regardless of invoice export history

• Under Settings -> Blocked sender -> you can see the blocked sender entry got added:
  

• Click on the ‘Unblock’ button to unblock senders:

  
  

  
  
  
  

What happens when an email is blocked?

• Any new documents from a blocked sender are immediately archived. They will not show up in your invoice list or workflow queues.

FAQs

Q: I don’t see the block icon on the invoice. Why?
A: The block icon only appears if:

• You're using the V3 interface

• The email address is unknown (fewer than 5 invoices from that sender have been exported)

• You have the correct permission
  
  

Q: Can I block a sender with 5+ exported invoices?
A: Yes, but only from the Settings page, not from invoice view.

Q: Where can I view the history of blocked senders?
A: The list of currently blocked senders is available in Settings → Invoices → Blocked Senders.

Note: Change history can be made available for audit. Please reach out to our support team.

Q: What happens to documents from blocked emails?
A: They are automatically archived, they will not enter your approval flow or invoice queue.

Additional Information

For further assistance, contact Ottimate Support by emailing Support@ottimate.com or clicking here.