Introducing Supplier Invoice Tracker: Self-Service Visibility for Suppliers
by Jason Boyles
If there’s one question AP teams hear more than any other, it’s probably this: “What’s the status of my invoice?”
The question itself is pretty straightforward. But when finance teams get a steady stream of invoice status inquiries every single day, answering that simple question can eat up a lot of time and resources.
That’s why we’re excited to announce Ottimate’s new Invoice Status Tracker. Now, suppliers can get instant visibility into the status of any invoice, without needing to reach out to the AP team.
Read on to learn why traditional invoice tracking isn’t sustainable and how our new Invoice Status Tracker will increase visibility, reduce work, and support better experiences for suppliers and AP teams alike.
Why traditional invoice tracking is a major bottleneck
For many suppliers, submitting an invoice can feel like throwing it into a black hole. They know the invoice was sent, but they’re never quite sure where it stands in the process.
When time passes and they don’t hear anything, suppliers often have questions like:
- Was my invoice received?
- Has it been approved?
- When will I get paid?
Because they don’t have visibility into invoice status, suppliers have no choice but to call or email the buyer. Every time an inquiry comes in, AP teams must stop what they’re doing to investigate the invoice, check its status, and respond to the supplier.
Addressing a single inquiry usually only takes 15-20 minutes. But as invoice volume grows, inquiries get more common. Fifteen or 20 minutes multiplied across hundreds of inquiries adds up quickly.
Our customers are familiar with the pain. As one controller explained it, “We used to get so many calls from suppliers asking where their payment was.”
Traditional invoice status tracking causes unnecessary friction for everyone involved. Suppliers lack visibility, so they’re often left guessing. AP teams are tackling constant interruptions, which leave less time for strategic work. And everyone involved spends more time communicating back and forth than they should.
Here at Ottimate, we heard our customers’ frustrations with manual invoice tracking. That’s why we created Invoice Status Tracker to address them.
Introducing Invoice Status Tracker
Invoice Status Tracker gives suppliers an easy way to check the payment status of any invoice at any time, without picking up the phone or drafting an email to the buyer.
How does it work?
Suppliers simply navigate to the Invoice Status Tracker via a web browser. There’s no need to create an account, log in, or set a password to use the tool. From there, the supplier inputs three pieces of information:
- Invoice number
- Invoice date
- Exact amount
If there’s a match, the supplier will see a three-step progress tracker that helps them understand where their invoice stands.
- Received: The invoice has been received and logged in Ottimate.
- Under Review: The invoice is being reviewed and processed.
- Payment Initiated: A payment has been created and is on its way to the supplier.
If the buyer processes invoices outside of the Ottimate, the “Payment Initiated” step will be grayed out.
What if there’s no match?
In some cases, a matching invoice won’t be found. One common reason is that the details weren’t entered exactly as they appear in the invoice. Even a difference of $0.01 in the amount makes a difference, so it’s important to double-check everything.
Another culprit could be that the invoice was submitted recently and hasn’t yet been processed. The best approach is to check back the next business day.
What’s the real impact of the Invoice Status Tracker?
We heard our customers’ message loud and clear: addressing invoice status inquiries takes too much time. We used this feedback to create a solution that eases the burden and improves the experience for suppliers and buyers alike.
The Invoice Status Tracker provides suppliers with real-time visibility so they always know where an invoice stands. Instead of making a phone call or sending an email, they can get an instant update any time.
When suppliers have a reliable way to check invoice status on their own, AP teams get fewer supplier inquiries. That means fewer interruptions throughout the day and more time to focus on strategic work that supports growth.
Building better supplier relationships through transparency
Every company relies on a strong network of suppliers to keep business running smoothly. Invoice Status Tracker is just one part of Ottimate’s larger commitment to helping buyers and suppliers work together more effectively.
Suppliers get frustrated when they’re not sure where an invoice stands. Even if payments are ultimately made on time, a lack of visibility into the process often leads to unnecessary back-and-forth between suppliers and AP teams.
Invoice Status Tracker makes information more accessible to suppliers, which helps organizations improve communication and build trust without creating more work for AP teams. By making the payment process more transparent, businesses can build strong supplier relationships while helping their finance teams operate more efficiently.
See Invoice Status Tracker in action
Through conversations with our customers, we’ve heard a clear theme: suppliers are often left in the dark about invoice status, and AP teams spend too much time on routine inquiries. Now, Invoice Status Tracker solves both problems.
By making invoice status easier for suppliers to access, organizations can improve communication, build stronger supplier relationships, and create a more efficient payment experience for everyone involved.
Ready to see it in action? Visit the Invoice Status Tracker today.
