AP Automation

We've launched the Invoice Trust Score for all eligible V3 accounts! This powerful feature instantly rates every invoice as High, Medium, or Low Trust by analyzing historical patterns like vendor and sender behavior. This means your team can instantly prioritize reviews, helping you review smarter and approve invoices faster while boosting confidence in your data.

Great news for Admins! Supporting your team is even simpler. Ottimate allows Admins within Ottimate to reset a user’s Multi-Factor Authentication (MFA) directly from the Manage Users page. If a user is locked out or needs to change their phone number, an Admin can now quickly restart the process, saving the team time and keeping your team productive.  The original MFA setup email will be sent to the user’s email to complete the setup.  

Users can now have complete confidence in their payment data! We've made an enhancement so that approved and exported invoices permanently keep their approved status, even if an approver is later deactivated. This prevents payment blocks in VendorPay and confusion in workflows. We've also added a warning message if users attempt to edit an exported invoice, helping users maintain data integrity.

To ensure exported invoices are compliant, the "Fix Policy" button will no longer appear. Previously, this button allowed accidental changes to approval policies after an invoice was exported. Now, invoices are guaranteed to retain their final, approved state, eliminating workflow confusion and incorrect statuses.

Approval workflows just got smarter! We've made updates so that your approval workflow always reflects the latest rules. Whenever an invoice condition changes triggering a new policy, the previous policy is now automatically disabled. This guarantees approvers are always acting on the correct, current rules, making approval processes clearer and more accurate.

We've introduced a helpful Best Practice warning when users assign stand-in approvers. To prevent compliance gaps and notification overload, Ottimate will remind users to choose a stand-in who mirrors the original approver’s role and location access. This guidance ensures the right users get the right notifications without disrupting compliance controls.

Enhancements made to Vendor merging improves accuracy! When combining vendors, Ottimate now prioritizes and automatically displays the Remittance Address (if available) instead of always showing the main vendor address. This simple enhancement provides users with the most accurate address information right in the merge screen, making vendor data cleanup clearer and more reliable.

Instant Capture

Stop wasting time searching for data and start seeing it. Item Capture X-Ray delivers lightning-fast data validation by visually linking every line item on the invoice to its corresponding field. Just click and correct.

We've enhanced auto-completion in Instant Capture to be genuinely smart, so adjusting the Price or Quantity now instantly updates the Total correctly every time. This change eliminates frustrating manual errors and ensures your financial figures are always spot-on.

Gain full command over your cash flow right at the item level. Users can record essential financial data like Deposit and Discount directly within the capture pane. This granular control gives users the power to manage tax liability and reconciliation with unmatched precision.

Sleep soundly knowing your sensitive data is secure. Our new PHI feature actively protects your privacy and ensures strict compliance by concealing potentially sensitive filenames from unauthorized users. This is security built in, protecting your business automatically.

Achieve peak efficiency by cutting through the clutter. The new default Capture Only view is designed to drive speed by focusing your team exclusively on the most critical inputs: Price and     Quantity. Accelerate your workflow and leave complex dimensional coding for later.

Purchase Order

We've introduced Buyer Notifications so users can ensure the right person is alerted instantly when an invoice needs their attention. Users can now assign a Buyer field to any invoice and set up approval rules to automatically notify the buyer based on match status or other conditions, eliminating the need for users overseeing the lifecycle of invoices backed by Purchase Orders to manually search for problems.

Streamline your matching process with the new Resolve Variances feature! When an invoice goes into variance, users can click one button to centrally review all line items and choose to Accept or Reject the difference. Users can now also specify the rejection reason and choose an immediate action like Pay PO Price or Short Pay, all while documenting the outcome instantly. This saves time, enhances internal communication when mitigating vendor issues, eliminating the old manual back-and-forth between team members!

Integrations

Great news for our Acumatica customers! You can now benefit from full integration support for Spend Management. This means you can seamlessly connect your Spend platform with Acumatica, unlocking a more efficient and unified workflow for managing all your corporate spending.

Great news for our Intacct and NetSuite customers! Ottimate makes it dramatically simpler for customers managing complex purchasing workflows.  With the new Multi-Workflow Purchase Validation within a Single Location functionality (2-way & 3-way matching capabilities). Users can now ingest both transaction types while managing procurement compliance workflows from a single, unified Ottimate location. This update not only streamlines configuration but also simplifies the user experience while still preserving the strict compliance your internal purchasing controls require.

Item Validation

Take full control of vendor pricing and protect your bottom line with the new “Item Validation Performance Dashboard”! This powerful ROI tool gives your team central oversight into vendor pricing discrepancies and potential savings. You'll get a clear, measurable view of how invoice validation reduces margin leakage, helping you maximize profits.

Eliminate the guesswork when updating inventory! Ottimate’s new “LOCSMS Inventory Update Workflow” automatically turns exported invoices into real-time inventory receivers. This powerful workflow pushes accurate received quantity data directly into your inventory management software/store management system (IMS/SMS) as soon as the invoice is validated. This ensures your inventory counts are immediately accurate, bridging the gap between Accounts Payable professionals and store operations thus driving operational efficiency, productivity & profitability.

Managing item costs just got easier! Ottimate’s new Variance Manager brings structure to cost maintenance, letting users manage item-level price changes all in one central view—off the invoice screen. Users can easily review cost variances across all invoices and batch export updates to your store system, ensuring the team catches any potential vendor overcharges and sync accurate costs without manual entry.

Spend Management

Managing reimbursements just got easier! Users can now group multiple general and mileage costs into one organized expense report instead of submitting them individually. Users can still leverage existing approval policies and can even reject individual expenses within the report. For seamless finance tracking, users can even process payments through Spend or automatically create invoices in the Invoices module.

Managing multiple locations just got easier! With the new Location Dropdown Menu at the top of your screen, users can select an individual working location. Spend will then automatically filter all your data (Cards, Transactions, Expenses, etc.) for that location, saving you time and ensuring you always work with the right information.

Reports & Analytics

Excited to introduce our new Payment Dashboard, a powerful report giving users a real-time view of your entire payment workflow. Users can instantly see all Pending, Export, and Scheduled payments across every location; making it easy to spot bottlenecks, manage your cash flow, and ensure your vendors are paid on time.

Excited to introduce our new Merged Vendor Report, granting users access to an instant audit log for vendor cleanup. It provides a complete, auditable history of every vendor merger, showing who merged what and when. This feature enhances internal compliance, helping users mitigate risk, ensuring you have maximum confidence in your vendor data.

Protect profits with the new Cost Overages Dashboard!  This report automatically compares current purchase prices to your lowest historical price, instantly exposing hidden price increases across vendors and items. Users can now leverage these actionable insights to quickly spot cost creep (exorbitant increases in vendor item prices) & negotiate better deals with vendors using AI driven data, in order to significantly boost margins.