Setup Checklist

User Level: Admin

Est. time of Setup:

Previous Step: Welcome!                                                    Next Step: Client Information Form

Setup Checklist

Note: Steps 1-3 are Account Setup. Steps 4-11 are Training and Account Usage.

Steps 12 & 13 are related to VendorPay.

Step by Step Setup

• Step 1: Client Information
• Step 2: Login to Ottimate
• Step 3: Link QuickBooks Desktop
  
• Step 4: Upload Invoices
• Step 5: Training Video
• Step 6: Create Users
• Step 7: Sort & Filter Invoices
• Step 8: Map Vendors
• Step 9: Invoice Editing & Tools 
• Step 10: Map Items
• Step 11: Export to QuickBooks Desktop

Step 1: Fill out our client information form. This will provide us with the necessary information to build and customize your Ottimate Account. Please allow us approximately two business days after you submit the form.

Step 2: After we build your Ottimate Account, an account manager will reach out with your Login Information. Login Here to get started!

Step 3: After login, you will Link your QuickBooks Desktop to your new Ottimate Account. Once linked, we will import your account information, vendors and GLs.

Step 4: After linking QuickBooks Desktop, you will Upload Invoices to get data flowing into your Ottimate Account. After upload, invoice processing can take approximately 6 to 24 hours.

Step 5: While waiting for our system to process your invoices, this is a great time to view our Training Video. This video is great for you and your team to get acquainted with the basics of Ottimate.

Step 6: Also during invoice processing, you can start to Set up your Users. This will allow your staff to begin logging into your Ottimate Account.

Step 7: Let's learn more about our Invoices tab. The ability to Sort and Filter through invoices will be especially useful as you and your team start regularly uploading.

Step 8: Once your invoices are processed, you will need to Map Vendors. This will link your QuickBooks Desktop vendors and GLs with your invoices for current and future invoice processing.

Step 9: After invoice processing, you should explore all the options in Invoice Editing & Tools. This will help you with splitting items or alerting your team to an invoice question.

Step 10: For those invoices that require line item GL account mapping, you will need to Map Items.

Step 11: After all the above steps are completed, it's time to Export to QuickBooks Desktop.

The next two steps are related to our VendorPay module. If you have signed up for VendorPay, please continue your setup and training.

Step 12: VendorPay Setup

Step 13: VendorPay Training