16th December 2021

We're making changes to improve our service

Good news! We're making changes to improve our service

We’re making some small changes to how our clients submit invoices and request payments.

For many of you, nothing will change, but you should see an increased speed of invoice approval and payment. The changes are designed to make using our system more efficient ensuring you get the funding you need, when you need it.

Changes to submitting invoices

All invoices and documents should be uploaded via the E3 system. A full guide on how to do this can be found on the first screen you come to when you log in to E3 by clicking on the purple question mark icon. Using the system allows you to upload documents in bulk and automatically saves them in a central location, accessible by any of our team. In line with online only uploads, the mailbox invoices@optimumfinance.co.uk will cease to be monitored from 4th January 2022.

How to identify disapproved invoices pending additional information

Some invoices may need individual verification after upload. These invoices will be automatically disapproved. You can see which invoices require additional verification by heading to the Item Verification page, found under the Ledger Views option in E3. Simply upload the required documentation through E3 quoting the disapproved invoice number.

Please note – invoices and supporting documentation must be uploaded by 10.30am to ensure a same day increase in availability.

Changes to requesting payments

All requests for payments should be made via the E3 system. This can be done from anywhere on any desktop, tablet or mobile with an internet connection. Any requests that bypass our online system will be subject to a £25 admin fee.

These changes allow us to extend the cut-off time for requesting payments and send your payments sooner. From January 4th, the deadline for requests will be 3pm, giving you more time in your day before you need to think about submitting requests, with standard payment runs at 1pm and 3pm.

Early payment requests can still be made by 9.30am providing you have the availability and will incur a disbursement. These payments will be processed by us at 10am.

How to contact us

If you need any assistance with uploading invoices or requesting payments, or have any questions about your facility, please get in touch with your Assistant Relationship Manager (ARM). You can reach them by emailing ARM@optimumfinance.co.uk.

From the start of 2022, our ARM team will be using this group inbox only to ensure that your queries are responded to quickly and to remove the possibility of duplicate requests sent to multiple addresses.