Click on the “person” icon in the top right corner.
Click on the “To Dashboard” at the top of the left menus. Then click Clients and select your client.
No. In some professions, an official receipt is required for clients to get reimbursement from insurance by licensed professionals. If your clients require an official receipt with a signature and license number then you should include that in your Professional profile. Otherwise it is not required.
The logo and company name options are available if you are associated with a clinic or office, or have branded your business with an organizational name. If you are not associated with an organization just enter your name as you would like it to appear at the top of your invoices and receipts. If you do not have a logo or other brand, leave the logo field blank.
When you re-subscribe to Ottomatiq, the new subscription extends the end date of your current subscription. No days will be “lost” – your new subscription end date will reflect the additional days plus the days you have remaining. There will be no interruption of services.
An invoice is a request for a client to pay you for services and goods you have or will deliver to them. An invoice can be sent before, during or after services are rendered and/or products are delivered. A receipt is a confirmation of payment by the client, typically after the service or products are delivered. Receipts can include your signature and license number, can be downloaded, and may be used for reimbursement from an insurance company or other expense.
In your settings, go to System. Check the box next to "Automatic invoice completion". As soon as complete payment is received the invoice will be marked as Complete and the receipt will be sent automatically.
When you send the invoice, click the green button marked [Send Receipt] instead of the blue [Send Invoice]. This will skip the invoice process, mark the transaction as Complete and allow you to send the receipt to your client. If you have the automatic receipt option turned on, the receipt will be sent to your client automatically.
If you accidentally link a payment with the wrong invoice and the payment is equal to the value of the invoice, the app will consider it complete and send a receipt. You will not be able to reverse the status or recall the receipt, and will have to handle the payment manually. You can use the Comment field to note the discrepancy.
No. Once an invoice has been sent, it cannot be recalled. However, you can Cancel an invoice and send a new one. Navigate to the invoice and click "Other" on the right side, and then [Cancel Invoice]. A message will be sent to the client letting them know the invoice was cancelled and no payment is necessary for that invoice. You can then create a new one.
The Comment section should be used to record notes on the payment or other arrangements you may have made with your client. THIS FEATURE MUST NOT BE USED TO RECORD CONFIDENTAL PROTECTED HEALTH INFORMATION ABOUT CLIENTS. Ottomatiq, Inc. is not responsible for content recorded in these Comment fields.
The number in the blue oval shows how many invoices you have left for the remainder of the day. The default amount is 10 per day, however if you subscribe for the 6 month package, you get 15 invoices per day and for the 12 month renewal, you get 20 invoices per day. If you require a temporary increase, please reach out to help@ottomatiq.com.
Ottomatiq has three standard statuses, plus two special ones:
Standard statuses: a typical transaction should go through Pending ➜ Paid ➜ Completed
Special statuses:
The two most common reasons a payment was not applied automatically are:
To fix this, go to your Ottomatiq Inbox and click on the payment. It should say "No Matching Invoice" on the right side. In the Invoice number box, enter the matching Invoice number or client name. Select the correct invoice and click [Link]. See below on how to make payments from this payer apply to this client automatically.
Yes. Once the payment is received in your Ottomatiq Inbox, click the payment and click in the box on the right side. All open invoices will be listed, or you can search for the invoice by number. Once selected, click [Link]. To make the link permanent, click the yellow "badge" with the payer's name, and click [Apply √]. All future payments from that payer will be applied to that client.
Go to the Client menu, click the client name and click Edit on the right. You can add additional names or remove a name by clicking the red "Do Not Enter" sign. Click Close once complete.
When a payment confirmation is received, Ottomatiq tries to match it to an outstanding invoice. If it matches automatically, it turns the icon green. If it can't match it, the icon remains red. Further steps are required to match the invoice, typically only required once to match the payer with the client.
For security reasons, only emails from Interac.ca are clickable. If you want to open a link from an email in your Ottomatiq inbox, right click the link and select 'Open Link in New Tab' from the pop-up menu.
The two most common reasons your client's payment did not appear are:
Ottomatiq works by allowing you to take payments by e-Transfer. Auto-deposit allows your bank to take payments delivered to a specific email address and have it deposited into an account of your choosing automatically, without any additional approval. It is a necessary step for Ottomatiq to identify payments.
Ottomatiq can identify payers by their name but to improve the ability to match a payment to an invoice, it is recommended that your clients include the invoice number (and only the invoice number) in the Message field of the e-Transfer payment. That instruction is included with every invoice. Any additional text in the message field will affect the app's ability to match the payer to the invoice. For example:
Every bank has a different process. Some allow you to do this in your mobile app such as BMO, TD, Royal Bank or CIBC. Others require you to login from your laptop to set it up, such as ScotiaBank. Please contact your local branch for help.
If the client paid you directly, you can process the transaction by selecting the green [Mark as Paid] button. This will not send an invoice requesting payment, mark the invoice as Complete and will automatically send a receipt confirming payment.
As long as your client has paid or overpaid the amount owing, the app will consider the transaction as 'Paid'. If the client overpaid the app will not automatically send a receipt, allowing you to control the transaction and send the receipt when ready. You will need to refund the client manually - Ottomatiq cannot refund payments as it does not have access to your bank account.
Emails are checked every 15 seconds automatically. If an email comes into your Ottomapay Inbox, it will be displayed immediately. Please note, some Interac emails may take a few seconds to a few minutes to be sent, especially if the payment you are tracking is being paid from a different bank than you have your account at.
No. Payments are made between your client and your bank. Ottomatiq only monitors confirmations and applies them to the correct invoice.
At the bottom of the right payment window is a round button with an exclamation point. You can click it to open a ticket. Our support team will respond as soon as possible.
Click any client (you need to create your first client first). Then click the (+) on the right and add your products. Enter the description, price and taxability, then [Add]. They will appear for every transaction.
Yes. Simply select the service and click the triple dot (…) Then click 'Pin to the top'. You will see a small 'pin' next to the item. You can remove an item from the top of the list by repeating the same step and clicking 'Unpin from the top'. You can do the same with clients.
The easiest way to correct a mistake in a product is to click the triple dot (…) and delete the entry, then click the (+) and create a new entry.
You haven't set a tax rate in your Settings. Click your name in the top right corner, then Taxes and select a province. Don't forget to scroll to the bottom and [Save Default Tax].
Yes. Simply select the client and click the triple dot (…) Then click 'Pin'. You will see a small 'pin' next to the client. You can remove a client from the top of the list by repeating the same step and clicking 'Unpin'. You can do the same with services and products.
Enter the name as you need in the Name field. We recommend you use the client's name used when submitting receipts to insurance -OR- the name they use when sending Interac e-Transfer payments.
Simply enter both people's names in the Name field. The first time you receive a payment for these clients you will need to associate the "payer" with this "client" so future payments are applied automatically.
Click on the client's name. On the right side or services/products menu, click the client's name and make the change. Click [Update] when done.
You can only delete a client who you have never sent an invoice. To delete the client, click the triple dot (…) and click Delete. If the delete option does not appear you can only Archive them.
Yes. Click on the triple dot (…) next to their name and select Archive. You can unarchive a client by clicking Show Archived at the bottom of the client list, and then click the triple dot (…) next to their name and select Unarchive
Data in Ottomatiq is protected by the widely-supported cipher suite TLS_AES_128_GCM_SHA256 in the latest version of TLS 1.3, which uses AES-128-GCM for bulk encryption and SHA-256 for message authentication.
While Ottomatiq doesn't enforce changing of passwords, experts in cybersecurity recommend changing it every three months.
In your Settings, in Security, you can see who is logged into your account. It is not unusual to see a login from a phone and a laptop if you send invoices from your phone and manage your payments from your laptop. If you see an unusual login (e.g. more than two devices logged in) or an unrecognized device (e.g. a Windows PC and you use a Mac), click [LOG OUT OTHER BROWSER SESSIONS] and change your password immediately.
Invoice: A request for payment for services rendered or products delivered. Can be sent before, during or after services or products are rendered
Receipt: Confirmation of payment for service or products delivered
User: The subscriber to the service
Client: The customer, client or patient you are providing a service or product for
Payment Email: The email address assigned or selected by you to receive payments over e-Transfer
Account Email: The email address used to log into the system and for correspondence with your clients
Interac: The Canadian interbank system for automating payments across bank accounts
e-Transfer: The method to pay someone using your bank and banking app
Just email us at help@ottomatiq.com.
