Invite to Electronic Payments

Modified on Fri, May 22 at 4:25 PM

VendorPay's Invite to Electronic Payments feature helps you move vendors off paper checks onto faster, more efficient payment methods — including ACH bank transfer, virtual card (vCard), or Card on File.

How to Access

To invite a vendor to electronic payments, navigate to VendorPay and click Invite Vendors in the top right corner. From the dropdown, select Domestic Electronic Payments.

A popup will open with four tabs — each designed for a specific vendor type and workflow. The screenshot below shows the Invite Vendors button and the Domestic Electronic Payments option.

The Four Tabs at a Glance

Once the popup opens, you will see four tabs. Here is what each one is for:

Tab	Vendors Shown	Purpose
Electronic Payments	Check vendors only	Invite to ACH, vCard, or Card on File
Upgrade to vCard	ACH vendors who can accept vCard	Upgrade primary payment from ACH to vCard (ACH becomes backup)
Update Backup Payment	vCard vendors adding ACH as backup	Replace check backup with ACH
Completed	Vendors who are fully onboarded on both vCard and ACH successfully	Read-only view; no actions needed

What Happens When You Send an Invite

When you invite a vendor from any of the first three tabs, both you and the vendor will be notified at every step. Here is a summary of the flow for each tab:

Electronic Payments

For check vendors you want to invite to ACH, vCard, or Card on File

Step 1: You send the invite

The vendor receives an invite email with a link to complete their payment setup form. You receive a confirmation that the invite was sent.

Step 2: Vendor submits the form

Verification begins (1–3 business days). Both you and the vendor are notified that the form has been submitted and review is underway.

Step 3: Verification complete

Both parties receive a confirmation email. The vendor's payment method is updated in your account.

For ACH payments, vendor banking details may be reviewed by LSEG and/or Ottimate’s Risk team during the verification process to help identify potential inconsistencies or risk indicators. These reviews are supplemental in nature and do not guarantee the accuracy, authenticity, or ongoing validity of the banking information provided.

Upgrade to vCard

For ACH vendors you want to upgrade to vCard as their primary payment method

When you invite an ACH vendor to upgrade to vCard, the vendor receives an invite to accept and complete the vCard onboarding. Once they submit, vCard eligibility is verified post successful swipe on the first vCard. Upon successful verification:

vCard becomes the vendor's primary payment method
ACH is retained as the backup payment method
Both you and the vendor receive a confirmation email

Here in vCard payments: the vendor enters an onboarding state after setup. They are considered fully onboarded after the first successful vCard transaction is processed.

Update Backup Payment

For vCard vendors you want to add ACH as a backup

When you invite a vCard vendor to add ACH as their backup payment method:

The vendor receives an invite to submit their ACH banking details
Verification takes 1–3 business days
Once verified, ACH replaces check as the backup — if a vCard payment fails, the system automatically falls back to ACH
Both you and the vendor are notified upon completion

Completed

Read-only view of all fully onboarded vendors

This tab is for reference only. It displays all vendors who have successfully completed their electronic payment setup — no invites or actions are needed at this point. Vendors appear here once their primary payment method is vCard and their backup payment method is ACH.

Using Filters

Use the Filters button at the top of the popup to narrow down your vendor list. The following filters are available:

Filter	What it does
Account	Filter vendors by the account or location they are associated with
Time Frame	Filter by invoice activity within a set time period (e.g. Last 3 months)
Date Range	Filter vendors by a custom date range of invoice activity
Status	Filter by invite status (Not Invited, Verification in Progress, Completed, Expired / Declined)
Search	Search for a specific vendor by name

Understanding the Columns

Each tab displays the following columns to help you manage and track your vendors:

Column	Description
Vendor Name	The name of the vendor as registered in your Ottimate account
Total Invoice Amount	The cumulative invoice amount processed for that vendor
Phone Number	Vendor's contact phone number on file
Vendor Email	The email address where the invite will be sent
Status	Current invite/onboarding status (see color legend above)

Status Indicators

Each vendor row displays a status chip matching what you see in the product. Here is what each chip means:

Notifications

Both you and your vendor will receive an email notification for every payment method change throughout the process — from the initial invite through to successful verification. You will never need to follow up manually to check on status.