Historical release notes are tracked beginning on 4.9.25.

If you’re interested in learning more about any of the features showcased below, reach out to support at support@ottimate.com or create a ticket here!

10.16.25 Releases

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.

9.9.25 Releases

AP Automation

Ottimate’s new PHI Redaction logging feature provides an extra layer of security for our healthcare clients. Every time an invoice containing Protected Health Information (PHI) is processed and redacted, Ottimate automatically creates a secure and permanent record. This log serves as a clear audit trail, showing exactly when the redaction was completed and by which user, ensuring accountability and peace of mind. You can also learn more in our upcoming webinar, From Reactive Accounting to Safeguarding Patient Confidentiality, on Wednesday, September 17th. 

Ottimate’s new Invoice Trust Score feature is coming to all V3 accounts on September 15th! This powerful tool helps your AP team work more efficiently by providing real-time reliability ratings for every invoice. Quickly fast-track low-risk invoices for approval while easily identifying and reviewing higher-risk ones. For added security, use the new Block Sender control to block unwanted email senders directly from the invoice or settings, ensuring a more secure and accurate process.

Ottimate has enhanced visibility into invoice history/audit trail to give customers a clearer view of their records. Now, when uploading an invoice from a desktop, users will be able to see whether supporting documents were included in the upload. This provides a more complete audit trail, making it easier to track and manage documents.

Ottimate’s update to your Approval Policies helps you build smarter workflows. We have updated the policy condition "Has unmapped items?" to "Invoice contained unmapped items." This new name more accurately reflects its function, allowing you to easily identify and route invoices that originally had missing data for extra review—even after the data has been corrected, providing clearer oversight and helping create more reliable and precise approval rules.

Ottimate’s new "Capture Only" view in Instant Capture is designed to help users create invoices faster, allowing users to quickly upload invoices without needing to assign GL accounts or departments right away.  Ottimate does the heavy lifting for you by automatically applying the correct coding to any invoice item that has been previously coded. 

Ottimate has improved net terms support for Jonas and Northstar users, so your invoices are processed with greater accuracy. Ottimate now automatically recognizes common formats like D30 (30 days from the invoice date) and F15 (fixed day of the month), ensuring reliable due dates and consistent vendor setups without interrupting your workflow.

8.12.25 Releases

AP Automation

If you’re using our new interface, here are some features to help you work faster and more efficiently. You can now accept all of the AI's suggested general ledger (GL) codes on an invoice with a single click, with the option to save that rule for future use. We've also simplified the process for saving your own mapping rules by moving the options into a convenient dropdown menu.

Ottimate now recognizes the difference between invoices with and without a purchase order (PO), so the GL account is only required for non-PO invoices which saves time & keeps data accurate. 

For Enhanced Dimensions users, we’ve added a new validation check that automatically verifies account splits imported from a CSV file to improve performance.

Spend Management

If you’re using our Spend Management module, we’ve made it simpler & easier to dispute fraudulent/unauthorized charges and get a new card automatically with our streamlined process.

7.16.25 Releases

AP Automation

If you’re using our new interface, you’ll receive access to some exciting new tools to make your experience even better! 

Save your favorite filter, search, and column setups so that you can easily revisit them as you need. Just set up a view, click Save View, and you’ll find it in the new Saved Views dropdown on the Invoices page. You can save up to 10 views per user.

All Invoices tabs, excluding Instant Capture, now remember your scroll position so you can easily pick up right where you left off.

Reporting

Easily navigate to the Cost Analysis Dashboard via the new Quick Link in your Reporting tab. We’ve also removed the Insights module from the Ottimate dashboard to better streamline your experience.

VendorPay

To help reduce loading time on the “All Payments” tab in VendorPay, the tab will now default to displaying payments from the last 3 months. If you’d like to view older payment data, simply click “Filter” and adjust the Date → Scheduled filter to your preferred time range. This change is designed to provide a faster, smoother experience when viewing your payment activity—especially if you have a large volume of historical data.

Item Validation

Send pre-populated credit requests directly to vendors when price or quantity variances are detected. Real-time tracking ensures you can track your requests, streamlining your financial processes and improving vendor accountability.

We’ve also made it easier to find line items with discrepancies through a new action menu column that will appear on the right side of the Item Validation tab. Selecting “Go to Line Item” will navigate you directly to the corresponding line item in the Line Items tab. 

6.11.25 Releases

AP Automation

The search experience now defaults to the “Any time” time frame and will remember any time frame updates you’ve made to your search for future queries.

Spend Management

Payments has its own dedicated spot in the top navigation—right next to Transactions. With this update, you’ll be able to schedule, export, and manage payments faster and more intuitively from a standalone Payments page. The new tab will be visible only to users with Admin or General Manager roles.

We’ve rolled out key access control fixes across the Spend Management module to ensure you only see what’s relevant to your role. The “Export in Progress” tab is now visible only to Admins and General Managers, the "Your Approval" tab (used for approving reimbursements) is now hidden from users who don’t require it, bulk actions, like Export, Mark as Exported, and Mark as Unexported, are now restricted to Admins and General Managers and the Exported/Unexported filters in the Transactions tab are no longer visible to End Users.

Reporting

All applicable approvers will appear in the Approval Policies Report regardless of level.

5.20.25 Releases

AP Automation

Easily scroll, browse, and open multiple invoices without using your place by right-clicking on any invoice in the Invoice List View and selecting “Open in New Tab”. There is no need to aim for a specific spot - it works across all columns in the row to avoid any confusion.

Search your invoices by invoice tags and by email address using our improved search functionality. Email search is available in the Invoice List view only, while tag search works in both Invoice List and VendorPay List views. You can check out all the ways you can search here.

VendorPay

We’re excited to announce a set of updates to improve the usability, transparency, and control of the VendorPay experience. These changes will enhance payment accuracy, reduce confusion, and improve auditability.

• We’ve disabled the “Cancel Payment” option once the funding process for an ACH or vCard payment has been initiated to ensure better visibility for your team and provide a smoother handling of refund requests. 
  
  

• We now support invoice-level account numbers for improved stub accuracy.

• If a Customer Account Number is entered on an invoice, it will appear on the payment stub

• If no invoice-level value is present, we’ll use the vendor-level account number instead

• If neither field contains a value, the stub will leave this field blank, consistent with prior behavior
  
  

• We’ve resolved an issue where refunded invoices tied to vCard payments were removed from payment stubs. Going forward, all refunded invoices will remain visible in the audit trail, improving reconciliation accuracy.
  
  

• To prevent unintended expedited charges and minimize the risk of erroneous billing, we’ve separated the “Expedite Check” and “Approve Payment” permissions. You must now have explicit access to the “Expedite Checks” permission in VendorPay to change check delivery speeds.

• A "Scheduled Date" is now required when issuing payments from the "Locations with Unpaid Invoices" view to reduce potential delays. The "Create Payment" action is disabled until the user keys in or selects a date using the date picker in the top left corner of the page
  

Reports & Analytics

Our updated Cost Analysis Dashboard gives you deep visibility into your GL, vendor, and category-level spend of invoices uploaded over a selected time period. Get a holistic view of where every dollar is spent, with the option to download this data if required.

You’ll also have access to a new Hot List Report to track item price variances across vendors and invoices. Easily spot irregular item prices to take quicker action.

4.9.25 Releases

AP Automation

Approval Chain Update:Reduce scrolling and quickly toggle between collapsed and expanded views with the refreshed Approval Chain experience. All policies are now collapsed by default, and a new “Expand All” eye allows you to easily view the information you need. 

Dependent policies are now visually indented and marked with a chain icon, with tooltips explaining when they’ll be activated. 

Enhanced Dimensions Item Mapping Rules: Ensure dimension and item mapping rules from merged vendors are now preserved and combined accurately during vendor merges in Enhanced Dimensions, resulting in more complete and consistent invoice processing.

VendorPay

Manual Payments Update: The value in the “Created Date” column of the Manual Payments tool reflects the actual card creation date, not the scheduled date.

Vendor ACH Upload: Securely upload vendor banking details for ACH payments with Vendor ACH Upload. This enhancement streamlines the process by incorporating validation, permissions-based access, and integration with LSEG for additional verification.

Key Enhancements:

• Bulk Upload Capability: You can upload ACH payment details for multiple vendors at once, reducing manual entry and processing time.

• Permissions-Based Access: Only users with the appropriate permissions can upload and edit vendor ACH details, ensuring data security.

• Real-Time Validation: Built-in validation checks help prevent errors, such as incorrect routing or account numbers, before submission.

• LSEG Integration: Vendor bank details are cross-referenced with LSEG to enhance fraud prevention and compliance.