Ottimate

Automates accounts payable and spend workflows to reduce manual work, improve financial visibility, manage cash flow, and support more controlled spending.

Get ongoing expert guidance and hands-on help to optimize AP workflows, simplify operations, and maximize the value of your Ottimate investment.

Help clients access Ottimate’s accounts payable automation through bookkeeping, referral, and reseller partnerships.

Ottimate AP automation platform

Ottimate is an AI-powered accounts payable and spend management platform that connects invoice capture and coding, approvals, purchase order matching, vendor payments, and employee expenses. It helps teams automate manual tasks, detect invoice risks and cost discrepancies, and gain visibility into spending and payments. The platform supports multiple locations and entities and integrates with accounting systems and ERPs. Features include configurable approval rules, searchable invoice records, payment options such as checks, ACH, and virtual cards, corporate card controls, expense reporting, and tools for tracking supplier invoice status.

Category: Accounts Payable Automation Software

• Reduce Manual Invoice Entry
  Automated invoice capture and coding reduces manual data entry and supports more accurate processing. The system captures invoice details down to the line item and learns from invoices to improve coding.
• Pay Vendors And Manage Cash Flow
  Centralized payment options let teams select or automate payment methods, schedule payments, and track payment timing. Early-payment discount opportunities and cash-back rewards on eligible payment methods can also support cash-flow management.
• Apply Custom Payment Approvals
  Set review rules by vendor or payment amount, and route transactions for required sign-offs before releasing funds.
• Route Invoices To The Right Approvers
  Configurable approval routing helps invoices reach the responsible people for review and sign-off. Role-, location-, and line-item-based rules support centralized and decentralized teams.
• Verify Invoices Against Purchase Records
  Automated matching helps teams check invoice details against purchase orders and receipts, verify fulfillment, identify mismatches, and reduce manual reconciliation before payment.
• Catch And Resolve Cost Discrepancies
  Identifying invoice and payment discrepancies before money is sent helps teams review errors and potential overpayments. Supplier conversations can be handled in a single thread to simplify resolution.
• Flag Risky Invoices Before Payment
  Invoice risk alerts help teams review possible duplicates and other flagged invoices before payment, supporting controls against errors and potential losses.
• Schedule Payments Around Cash Flow
  Choose payment timing around due dates and cash position, and review upcoming obligations and planned debits in one view.
• Reduce Vendor Payment Fraud Risk
  Vendor validation and secure payment processing help reduce the risk of invoice scams and unauthorized or duplicate payments. Single-use virtual cards provide trackable payment numbers that expire after use.
• Monitor Spend In Real Time
  Current spend and payment information helps finance teams monitor activity, review vendor and purchase trends, and make decisions using invoice, payment, and expense data.
• Manage Cards And Set Spending Rules
  Issue physical or virtual cards for company spending, assign them to people or business units, and apply transaction limits and usage rules to enforce spending policies.
• Sync AP Data With Accounting Systems
  Integrations connect AP workflows with accounting software and ERPs, helping teams keep invoice and payment information available in existing systems. Integration details vary by system.
• Share Real-Time Invoice Status
  Suppliers can check invoice and payment progress without creating an account, helping them see whether an invoice has been received, is under review, or has had payment initiated.
• Simplify Expense Reporting And Reconciliation
  Combining out-of-pocket costs, mileage, and card charges in one report, with automated card reconciliation and approval routing, reduces manual work in expense workflows.
• Manage AP Across Locations
  Centralized visibility and configurable workflows help finance teams oversee invoices and approvals across locations and entities, while supporting local or central processing.
• Maintain Searchable Financial Records
  Searchable invoice records and payment history help teams review past activity, support audits, and find supporting documentation. The platform also identifies discrepant statements and missing invoices for review.
• Protect Sensitive Invoice Information
  Role-based access supports controlled visibility, while PHI redaction removes specified patient information from invoices in healthcare workflows. Ottimate states that its supported healthcare workflows are HIPAA compliant.
• Map Invoices To Custom Dimensions
  Applying accounting dimensions to invoice data supports more granular reporting and alignment with connected ERP requirements.
• Automate Vendor Payment Collection
  Participating vendors in the VendorPay Network can automate payment collection through Ottimate’s portal.
• Manage Recurring Spend And Earn Rewards
  Manage one-time purchases and recurring costs, including expenses assigned to corporate cards, and earn cash back or rewards on eligible card transactions.
• Upload Purchase Documents In One Place
  Bringing purchase orders, invoices, and receipts together in one secure platform supports the matching process.

Ottimate Concierge

Ottimate Concierge is a dedicated service that extends beyond implementation to help customers get ongoing value from their Ottimate solution. The Concierge team provides continuous AP workflow optimization, strategic guidance, onboarding training, and hands-on support with updates, workflow adjustments, and routine administrative tasks. Customers can access tiered options and dedicated communication channels, with consulting tailored to specific needs.

• Improve AP Workflow Efficiency
  Regular reviews and proactive recommendations help customers identify opportunities to improve AP processes and get more value from their Ottimate solution.
• Apply Expert AP Guidance
  Customers can get advice on how to use Ottimate, follow best practices, and integrate with other systems as their business grows. The consulting team can also help determine how to address needs outside standard packages.
• Delegate Routine Ottimate Tasks
  Hands-on assistance with updates, workflow changes, and routine administration helps customers spend less time managing these tasks themselves.
• Train Teams To Use Ottimate
  Training helps new team members become confident using Ottimate and supports smoother adoption as teams change.
• Plan Concierge Service Costs
  Predictable costs help customers avoid expensive ad-hoc consulting engagements and support planning for Concierge services.
• Choose A Suitable Service Tier
  Tiered options let customers explore a Concierge arrangement suited to their needs.
• Contact Your Concierge Team
  Dedicated channels give customers a way to engage their Concierge team and submit tasks as part of the service partnership.

Strategic Partnerships

Ottimate’s strategic partnership programs help bookkeeping firms, referral partners, resellers, and other partners bring Ottimate accounts payable automation to their clients. Partners can work with Ottimate through three distinct partnership approaches.

• Bring AP Automation To Clients
  Bookkeeping firms and other strategic partners can partner with Ottimate to offer accounts payable automation to their clients.
• Offer Ottimate To Clients
  Reseller partners can offer Ottimate accounts payable automation to their clients.
• Refer Clients To Ottimate
  Partners can introduce clients to Ottimate through a referral partnership.