Ultimo integration Asset and maintenance management (EAM)

Ultimo integration for seamless procurement and invoice automation

Connect ISPnext seamlessly to Ultimo. Requests, orders, receipts and invoices come together automatically in one streamlined Purchase-to-Pay process, with real-time synchronization and full traceability.

Request a demo All ERP integrations

Ultimo integration

Ultimo integration for seamless procurement and invoice automation

An Ultimo integration connects Ultimo's EAM platform, used for asset and maintenance management, with ISPnext for procurement and invoice processing. Through a certified connector, requests, orders, receipts and invoices are synchronized automatically and in real time. The result is one streamlined Purchase-to-Pay process, with automated workflows and full traceability.

The integration is available as an officially certified, plug-and-play connector between Ultimo and ISPnext. Organizations that rely on Ultimo as their central platform for asset and maintenance management retain the same level of control over their procurement and invoice processes as they would in an ERP environment, without any additional IT effort.

Benefits

Why organizations choose Ultimo integration

Less manual work

Because requests, orders, receipts and invoices come together automatically, manual steps and delays disappear from the procurement process.

Compliance & control

Uniform workflows, roles and audit trails ensure predictable, repeatable processes, with full traceability from request to payment.

Cost savings & insight

Fewer manual checks and errors, plus better visibility into outstanding liabilities and faster invoice processing.

How it works

From Ultimo to a fully automated Purchase-to-Pay process

ISPnext connects through a certified Ultimo connector. Once set up, requests, orders, receipts and invoices flow back and forth automatically, without any IT involvement.

Real-time synchronization

Master data, orders, receipts and invoices are automatically updated between Ultimo and ISPnext.

Processing requests

Procurement requests from Ultimo are automatically picked up in the ISPnext workflow.

Linking receipts

Receipt confirmations are validated and used for matching invoices.

Processing invoices

Invoices are automatically recognized, matched and validated against the order and receipt.

Handling discrepancies

Discrepancies are flagged and resolved through workflows, with logging and error handling.

Capabilities

What the Ultimo integration takes care of for you

Bidirectional data sync

Master data, orders, receipts and invoices flow automatically back and forth between Ultimo and ISPnext.

Automatic matching

Invoices are automatically matched against orders and receipts, including additional or deviating costs.

Standardized approval workflows

Invoices and requests follow fixed approval steps, with clear roles and responsibilities.

Order and receipt synchronization

Orders and receipt confirmations from Ultimo are immediately visible in ISPnext, with no manual entry.

Full traceability

All documents and actions are archived centrally, with an audit trail from request to payment.

Certified connector

The integration is officially certified by Ultimo, ready to use as a plug-and-play connector, and meets current security standards.

Data connection

Ultimo integration: always up-to-date data in ISPnext, without duplicate work

The connector establishes a live link with your Ultimo environment. No periodic exports, no manual uploads, the data is always up to date.

Purchase requests and orders
Receipt confirmations
Invoice data and matching status
Supplier and asset master data
Cost centres and budgets
Approval and payment status

Functionality

Live with Ultimo: from EAM data to a smarter Purchase-to-Pay process

ISPnext's Ultimo integration supports the full Purchase-to-Pay process. From request to payment, data is processed automatically, with full traceability and no extra manual work.

Automatic matching of invoices and orders
Extensive invoice matching, including additional costs
Standardized approval workflows
Full traceability through central archiving
Real-time synchronization with Ultimo
Support for both procurement and finance
2-way matching
3-way matching
Payment management
Archiving & audit trail
Error handling & alerts

Target audiences

Who is an Ultimo integration suited for?

Finance

Finance teams that need reliable figures, less manual work and more control over financial processes.

Procurement

Procurement departments looking for structure, compliance and better insight into purchasing processes and spend.

Asset-intensive organizations

Organizations that rely on Ultimo as their central platform for asset and maintenance management and want to grow toward scalable, integrated processes.

View all roles

Customer stories

How organizations work with Ultimo integration

Real-world experiences from organizations achieving procurement and invoice process automation with ISPnext.

Technical services

Integron Group Live with ISP-Invoice and SmartScan

Around 8,000 invoices a year processed automatically, connected to the Acto ERP system.

View case

Fencing and gates

Accessible Invoice Flows at B&G Hekwerk

AP Automation live within roughly three months, connected to SAP.

View case

Turbine technology

Thomassen Energy goes live with AP Automation

More control over incoming invoices, with an implementation of around three months.

View case

Request a demo View all customer cases

FAQ

Frequently asked questions about the Ultimo connector

Don't see your question here? Get in touch with our integration team.

Ask a question

What is an Ultimo integration?

An Ultimo integration is a certified connector between Ultimo and ISPnext for automating procurement and invoice processes. Requests, orders, receipts and invoices are synchronized in real time.

What data is synchronized?

Among other things, purchase requests, orders, receipt confirmations, invoices and relevant master data such as suppliers and cost centres.

Does the integration support automatic matching?

Yes. Invoices are automatically matched based on the order and receipt confirmation, including handling of additional or deviating costs. Matches are processed immediately, while discrepancies are routed to an approval workflow.

Is the integration also suitable for asset-intensive organizations?

Yes. The integration is particularly well suited for organizations that rely on Ultimo as their central platform for asset and maintenance management and want the same level of control within their procurement and invoice processes.

How quickly can you go live with an Ultimo integration?

Thanks to the official certification, the connector can be implemented relatively quickly and predictably. The exact timeline depends on the scope and complexity of the environment.

Who benefits most from this integration?

Mainly finance and procurement teams, as well as asset-intensive organizations looking to standardize and digitize their procurement and invoice processes.

Next step

Ready to get Ultimo and ISPnext working together?

Request a demo and see how the integration fits your Ultimo environment, processes and team.

Schedule a demo All ERP integrations