Invoices keep arriving while the backlog waits
Every unmatched invoice sends someone searching through email, orders, receipts and the ledger before they can decide what is wrong. Supplier statements and month-end add another pile while routine payment questions interrupt the same person. This is for US companies with 10–200 people and a live vacancy for an Accounts Payable Specialist, Accounts Payable Clerk, Accounting Clerk, Accounting Assistant, Accounting Specialist or Accounting Technician.
What stops being done by hand
- Every invoice arrives with its fields ready to use, even when it came by email, PDF or scan.
- Clean matches are already checked against the purchase order and goods receipt.
- Duplicate and near-duplicate invoices are stopped before they enter the payment queue.
- Your supplier statement and ledger are checked in both directions, including items missing from your books.
- Anyone asking whether an invoice was paid gets the answer from the ledger without another manual search.
- You start the morning at the handful of invoices that need a decision, each with the two numbers that disagree.
- Month-end opens with aged creditors, unmatched items and accruals already together.
The desk prepares these; your people approve them before anything takes effect:
- Matched bills wait as drafts for the person who owns the ledger.
- Coding arrives as a proposal based on how your company coded the same work before.
- The payment run arrives with due dates, terms and discounts applied.
What stays with your people
Your bank stays behind a human approval. The AP Desk prepares what is due; only your person can release money.
A changed bank account never slips through approval. Supplier bank-detail changes are frozen and masked, and no approval can release them.
Unfamiliar spending remains a question. A new supplier, missing order or unsupported charge is put in front of your person rather than treated as legitimate.
Works with what you already run
Invoices can arrive through Gmail or Outlook, with orders, receipts and ledger records in QuickBooks Online, NetSuite, Xero, Bill.com or Google Sheets. Any matched bill is written as a draft first. We can usually connect to systems with an API, a supported integration or a reliable export. We confirm access before proposing.
How the first two weeks go
Choose one AP leak, such as invoice-to-order matching, for a fixed-price pilot. We confirm access first; once it works, your ten-business-day pilot runs on your own records in read-only mode, then prepares drafts. You judge the result against acceptance tests agreed on day one and make the go or no-go decision. You keep the configured workflow in your own account, along with the evidence and operating guide.