Accounts payableNon-PO Invoice

Invoice lifecycle

Learn about the life cycle of an invoice object in Ottimate

As an invoice moves through the accounts payable lifecycle. Ottimate assigns a status to track its progress through each stage.

The GET /v1/invoices endpoint supports querying by status with the following values:

Invoice Status Values

processing

Invoices currently being processed by the Ottimate system.

incomplete

Invoices that require additional information before they can proceed. These invoices may have missing or incorrect data.

needs-attention

Invoices that require manual review or intervention. They appear under the ‘Needs Attention’ tab in the Ottimate UI.

pending-approval

Invoices awaiting approval from authorized users.

approved

Invoices that have been approved in Ottimate by a designated approver and are ready for further accounts-payable actions.

ready-for-export

Invoices that have been approved and are ready for export to your ERP system. They appear under the ‘Approved’ tab in the Ottimate UI.

exported

Invoices that have been successfully exported to your ERP system.

archived

Invoices that have been archived and are no longer active in the workflow.

Updating the export status of one or more invoices

In Ottimate-hosted integrations, invoices exported to an ERP are tagged with the ‘exported’ status. If you are fetching invoices for ERP export, you can set the export status of one or more invoices with the following:

EndpointsOperations
POST /v1/invoices/mark-exportedSets one or more invoices as exported.
POST /v1/invoices/mark-unexportedRemoves export status from one or more invoices

Update Export Status and Flag Invoices

The marked_reason field in POST /v1/invoices/mark-unexported allows you to attach a note to the “Invoice History” tab. Apply notes to individual invoices or in bulk.