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Ultimo integration for seamless procurement and invoice automation

Organisations that work with Ultimo for asset and maintenance management expect the same level of control within their purchasing and invoicing processes. The certified link between Ultimo and ISPnext provides just that: one streamlined purchase-to-pay process with real-time synchronisation, automated workflows and full traceability.

With ISPnext, you add governance, compliance and efficiency on top of your existing Ultimo environment, without adding to it.

IFS Ultimo

What is an Ultimo integration?

A certified Ultimo integration links the Ultimo EAM platform directly to ISPnext for procurement and invoice processing. This means:

  • real-time synchronisation of master data, orders, receipts and invoices
  • one certified plug-and-play connection
  • seamless connection to purchase-to-pay processes
  • guaranteed data consistency between both systems

This integration supports both purchase requisitions and invoice processing within one workflow.

Benefits of an Ultimo integration

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Efficiency in the entire procurement and invoicing process

Because requests, orders, receipts and invoices automatically converge, manual steps and delays disappear.

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Higher compliance and control

Uniform workflows, roles and audit trails provide predictable and reproducible processes.

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Cost savings through automation

Fewer manual checks, fewer errors and better processing of obligations.

Technical steps of an Ultimo integration

1. Real-time synchronisation

2. Processing purchase requisitions

3. Linking receipts

4. Processing invoices

5. Error handling and control

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1. Real-time synchronisation

Master data, orders, receipts and invoices are automatically updated.

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2. Processing purchase requisitions

Requests created in Ultimo are immediately included in ISPnext's workflow process.

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3. Linking receipts

Receipts are validated and used for invoice matching.

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4. Processing invoices

Automatic recognition, matching and validation within one digital process.

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5. Error handling and control

Deviations are automatically flagged and handled via workflows.

Maarten de Ru ISPnext
"By keeping Ultimo as the EAM base and adding ISPnext as the governance layer, purchase-to-pay finally becomes predictable and fully controllable."

Maarten de Ru | Director Product, Partner & Solution Consulting

Live with ERP: from Ultimo data to a smarter purchase-to-pay process

With Ultimo ERP integration, you work completely live with real-time ERP data.
The result:

  • direct processing of purchase requests
  • automatic matching with receipts and orders
  • financial processes that are always up-to-date, controlled and auditable

This makes the purchase-to-pay process simpler, safer and more predictable.

Functionalities of the Ultimo integration

  • Automatic matching of invoices and orders
  • Advanced invoice matching, including additional costs
  • Standardised approval workflows
  • Full traceability through central archiving
  • Real-time synchronisation with Ultimo
  • Support for both procurement and finance

Which organisations is Ultimo integration suitable for?

Finance teams

Need reliable numbers, less manual work and more control over financial processes.

Procurement teams

Seek grip, structure and compliance within procurement processes and spend.

Asset management & growing organisations

Work with Ultimo as a central source and want to operate in a scalable, integrated and compliant manner.

Why choose a certified Ultimo integration?

  • Plug-and-play integration thanks to official certification
  • Secure connection according to Ultimo guidelines
  • Compliance centralized through standard workflows and audit trail
  • Scalable for organizations with increasing volumes
  • Low IT load through certified standard connection

Customer stories about Ultimo integration

Organisations that deploy the certified link experience faster invoice processing, consistent procurement and invoice flows, higher data quality and demonstrable control over expenses.

Why choose AP Automation?

300+

Organizations trust our invoice processing software

95%

Touchless processing of incoming invoices

50%

Faster approval due to fewer manual operations

100%

Insight, control and compliance within the invoice processing process

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AP Automation in 5 steps

Download the whitepaper and find out how to optimise your invoice processing process. Learn how to use AP Automation to reduce turnaround times, cut costs and increase accuracy.

Mockup_Preview_AP Automation in 5 stappen (ENG)

Frequently asked questions about Ultimo & ISPnext

What is an Ultimo integration?

A certified link between Ultimo and ISPnext for procurement and invoice automation.

What data is synchronised?

Purchase requisitions, orders, receipts, invoices and relevant master data.

What are the benefits of the Ultimo integration?

Efficiency, reduced manual work, compliance and real-time visibility.

How does the Ultimo integration help with automation?

By digitising matching, workflows and validation completely .

Does it support automatic matching?

Yes, both order and receipt matching.

Is it suitable for asset management organisations?

Yes, especially for organizations that use Ultimo centrally.

Who is this integration most suitable for?

Finance, procurement and asset-intensive organisations.

How does it increase compliance?

Through uniformity, audit trail and digital governance.

What does the real-time synchronisation provide?

Up-to-date data, fewer anomalies and better reports.

How soon can you implement it?

By certification implementation is relatively fast and predictable.