Ottimate Reviews & Product Details

This software saves me a ton of time each day. Prior to the software, I could spend up to 2 hours inputting invoices. With Ottimate, that time has been cut down to around 10min. per day. By utilizing this software, I was able to hold off on hiring an assistant. This has been a huge money-saver for our small organization. Review collected by and hosted on G2.com.

The only thing I dislike about this software is that it can take up to 24 hours for the invoices to be ready once uploaded. Therefore, if I have an invoice that needs to be turned around same day, manual entry is still required. Review collected by and hosted on G2.com.

I use Ottimate to process vendor invoices, and I appreciate how it removes the paper from the accounts payable operation. Invoices are sent or uploaded directly to the software, and the approval chain allows for quick and efficient digital review and approval, which speeds up payments to our vendors. Historical invoice information is also easily accessible for quick reference, saving time and increasing organization for tracking outstanding invoices. I like that all invoices, current and historical, are available quickly for search rather than having to pull paper invoices from a cabinet. This makes referencing past charges or historical billing information from a vendor much easier and saves a lot of time. I find the electronic approval chains especially great because they prevent lost invoices as they move from department to department. Ottimate also remembers how past vendor invoices were coded and suggests coding based on historical data, saving a lot of time and effort during the coding process. The setup and customer service were high-rated, with an easy setup process that was well-supported by the Ottimate team. Review collected by and hosted on G2.com.

Currently, I am noticing that when vendors complete invitations to enroll in ACH payments, Ottimate's backend approval process for these accounts seems to take awhile (more than the 1-2 days noted on the completed invitation). I have needed to open support tickets to check on the approval of these accounts in order to open these vendors up for electronic payment. This is an extra step that has been a little frustrating but worth it in the end. I am also noticing that the 'Bulk Action' coding of line items is a little quirky in that it seems that this action cannot be relied upon consistently to update coding for all line items on an invoice. I will select 'Bulk Action' at times and designate the coding to find that for some reason, not all line items were updated with the Bulk Action. Another area where I'm having some issues is with vendors who receive early payment discounts. Some of our vendors offer these discounts on some invoices and not others, and it seems that Ottimate cannot handle this type of arrangement - it requires manual entering of these invoices in order to accurately process the discounts. Another area that would be nice is if VendorPay payments were processed to vendors in a tighter turnaround from when they are processed through Ottimate. Currently, we process VendorPay payments on Friday and our vendors will not receive the payment until the following Thursday although the funds come out of our bank account the next business day. If there is a urgent payment we need to make, it is hard to explain to a vendor that we process a payment but it takes a few days for them to receive (whereas, if we did an ACH payment manually through our bank, the vendor would receive it next day). Finally, we have noticed that some vendors are sending over documents that Ottimate attempts to break out into multiple invoices even though they are likely one invoice - I've gone through a call with Ottimate where they have set up a Supporting Documents email address to provide to these vendors, but it has been a little extra work trying to identify these vendors and make the corrections. In the meantime, we were billed for the invoice overage from our contract as a result of this issue. Review collected by and hosted on G2.com.

Ottimate has been a great tool for our AP team -- combining EDI features, an easy to use repository of invoices, and payment processing. We now exclusively use Ottimate for all things Accounts Payable and have tremendously expedited our processing speed. Review collected by and hosted on G2.com.

There are a few things still to be desired -- the ability to help the system learn where information is found on vendor-specific invoices, visibility into discount terms and management for various term structures, and a few other smaller items. Altogether, nothing that we can't work around. Review collected by and hosted on G2.com.

I really appreciate how Ottimate has helped us process invoices much faster, freeing up time for our team. The AP automation is amazing and seeing an invoice get uploaded and coded by the system is wonderful. Paying our vendors is now extremely easy, thanks to ACH and credit card payments. Tracking all of our payments to our vendors and within our accounting software is very convenient. The reporting has been extremely helpful for month-end purposes, and the spend analyzer helps us see what one product costs across multiple hotels, which has been awesome for cutting costs and ensuring universal pricing. The initial setup went very smoothly, and we could quickly work through all of the setup with the implementation team. Review collected by and hosted on G2.com.

The only thing I have found that could be improved is that the AI tends to do things and input items or code that have previously been deleted. Review collected by and hosted on G2.com.

I just like that Ottimate integrated with our back office accounting system, which is very nice and seamless, so we're not having to do export and imports like that. The support staff has been fantastic, especially Stephanie. What I like most is the virtual cards and earning some cashback on that, allowing us to do ACH directly. Also, I like that it's able to do our positive pay file directly to our bank, which has been very nice. The AI learns every time we upload invoices and knows our coding, saving us time. It's nice that the vCard allows us to pay our vendors quicker and the cashback helps with the monthly subscription fees. It's also nice that our vendors get paid directly into their bank accounts via ACH, avoiding the need for mailing checks. The integration with our back office system is fantastic and works well with our business intelligence tool, helping us improve our system by giving us data insights. Review collected by and hosted on G2.com.

One thing would be, it's not able to discern the amount of checks. We had requested that any check over $25,000 have a second signature. Unfortunately, the system at this point cannot do that. So we've done a workaround with a second signature, and that's fine. Review collected by and hosted on G2.com.

I like the ease of uploading documents to Ottimate and appreciate the ability to revisit uploads via linked confirmations. Each time I receive a confirmation email of the upload, I save it for my records. This is really helpful as it allows me to check when bills are paid, and I can use the Ottimate confirmation to send to accounts payable for a status update. I use Ottimate regularly to upload invoices from third-party vendors and have accounts payable manage admin bills. It accounts for all submitted invoices and allows for research or reference to uploaded info, which is valuable because management can review the submitted materials. Review collected by and hosted on G2.com.

There have been a few times I've uploaded documents and they weren't found by our AP department. Once identified, I simply re-uploaded the docs and sent via email to ensure they could reference. Review collected by and hosted on G2.com.

I really like how Ottimate eliminates manual keying, saving time and reducing errors. The audit trails it provides are incredibly valuable for transparency and accountability. I find it easy to use and appreciate that I can access it from anywhere. It summarizes our purchases by vendors and items, which is great for managing spend and understanding how price changes impact the bottom line. The initial setup was simple and seamless. Review collected by and hosted on G2.com.

I would like a feature to review account coding easily before exporting. Review collected by and hosted on G2.com.

We recently transitioned from Market Basket to Ottimate. I really appreciate how it remembers coding, which makes the entire process much smoother and more efficient for us. As we continue to load everything in, I expect it will become even easier. I also find it helpful that I can quickly adjust the routing when necessary, such as for CapEx, and apply those changes to just a single order. Additionally, having the ability to view payments without needing to contact accounting for details is fantastic and saves a lot of time. Review collected by and hosted on G2.com.

My only real complaint about Ottimate is that the input sometimes separates things it wasn't meant to, which isn't difficult to fix but definitely threw me at first. Review collected by and hosted on G2.com.

From an approving standpoint, it's very straightforward. I use Ottimate to approve invoices for vendors I book, and I can also search for past invoices under a certain vendor name as well as verifying payment terms and history. I don't work on the back end of entering the info, but from my perspective, it's very intuitive and easy to navigate. Review collected by and hosted on G2.com.

I wish there was a way to search by both vendor name as it's entered in by accounting, but also other keywords when I'm searching for a vendor who's actual name is different than their vendor name. Review collected by and hosted on G2.com.

After a few hiccups - Ottimate has cut down the processing time for over 2000 invoices a month. Our vendors are used to the payment schedule and how the VCard works - it has increased our efficiency Review collected by and hosted on G2.com.

We had concerns as to how they presented the Vcard in the beginning as it was causing confusion amongst some of our vendors. Most still prefer the Ach option Review collected by and hosted on G2.com.