Frequently Asked Questions about Invoices

Find instant answers to your questions below. If you don't see what you're looking for, our support team is available to assist you by submitting a ticket here.
What does the unsupported file type mean?

When Uploading your Invoices, Ottimate will recognize JPG, JPEG, PNG and PDF files only. If an Invoice is flagged as "Unsupported file type" we are not able to identify which Invoice it is. Details on the upload user and date will be listed under the History tab. 

Can I upload multiple invoices in one page?

Ottimate does not support multiple invoices listed in one page. Please delete and re-upload the invoices separately.

How do I take a picture of a LONG invoice?

For long invoices such as receipts, you can take multiple pictures to capture both the top and bottom. We recommend that you not cut the invoice and scan on one page. Overlapping items in the photos will be flagged in our system and will not be represented on the invoice or the line items counted twice.

Can I edit an Invoice in the Uploads tab?

We do not recommend editing invoices that are in the processing tab. If you make changes to the invoice without verifying the invoice, your changes will be over-written when the invoice goes through our invoice digitization pipeline. If you urgently need an invoice that is in "Uploads.", you can edit the Invoice and make any necessary changes. Once finished making changes, click on the "Save" button and make sure to "VERIFY " the invoice.

Why is the number of invoices in the "Uploads" tab greater than the number of Invoices I uploaded?

When you upload an invoice that has multiple pages, each page will show up as a separate invoice until we finish processing it. The pages with matching invoice numbers will be merged into a single invoice document. The invoice upload notification email states the number of pages uploaded and not the number of invoices.

Why are my invoices in the "Uploads" queue displaying incorrect or missing information?

Once you've uploaded Invoices to your Ottimate account, the System tries to instantly pick up some of the invoice information. The AI technology may pick up incorrect information initially, but the invoice goes through multiple levels of verification. These fields should then be checked by the data team prior to verification.

How can I remove blank pages?

If you scan a blank page, or if your scanner is set up to scan back to front images, a blank page might appear under Needs Attention. You can delete the blank page by clicking More--> Delete.

Why is there a mismatch between Invoice Tax Total and Line Item Tax?

The Ottimate system has a fixed tax rate for your area. It will apply the tax rate to calculate the invoice tax amount based on the items that you have marked as "taxed" in the invoice on the dashboard.

How do I resolve a flag?

Click on the “Resolve Flag” button located on the top-right corner of the page. Resolution details will be needed, and click save to complete.

How does Ottimate determine the due date of an invoice?

Ottimate uses the payment terms added to your vendors during setup, to determine when they are due. If missing, the edits would need to be made to the vendor. 

How to correct a blurred invoice image or unclear items?

There are two options to correct. You can enter the invoice information manually (this includes missing header details, as well as all line item information), or by deleting the existing image and re-uploading a clear copy (you can then flag the invoice to @support to reprocess). 

How do I change the Location on the Invoice?

If uploaded incorrectly or simply needing to change, you can do so by clicking on the “Edit Header” option on the invoice. Click and change the location from the “Location” field, and click on “Save” to complete. 

How can I Verify an Invoice?

All missing or required information must be added. Once completed, the invoice gets auto-verified. 

How do I recover a deleted or archived invoice?

You can locate Deleted or Archived invoices by using the "Status" filter in the Invoices section. 

For deleted invoices you can reach out to support@ottimate.com to recover the invoice. Archived invoices are marked as Archived and moved to the All Documents tab. They are still visible on your Dashboard to search, but not used for Export or Analytics.  You can Unarchive these invoices at any time by clicking on the "Unarchive" button. Please note that Unarchiving an invoice is only available to roles that have Approval permissions.

How do I get the Invoice Link?

the To share the link with Support or internally, within the invoice click on More - Copy link to Invoice.  This will be available to anyone with access to the location that invoice is connected to and has an active login with Ottimate.  

Does Ottimate process handwritten information?

We make a best-effort attempt to apply handwritten edits from invoices to the digital version, though accuracy cannot be guaranteed.