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Service

Every bill captured, approved, and paid on schedule.

A controlled AP workflow: vendor bills enter one inbox, route through your approval rules, and get paid in batches you sign off on — with no duplicate or late payments.

01

No late fees or duplicate payments

02

Approvals that take minutes, not email threads

03

Cash requirements known a week in advance

What you get

Scope is written down before we start, so there is never a question about who owns what.

Bill processing

  • Dedicated AP inbox with automated bill capture and coding
  • Duplicate detection before anything enters the approval queue
  • Purchase order and receipt matching where you use POs
  • Vendor master data maintenance and W-9 collection

Approvals & payments

  • Approval routing that mirrors your internal authority limits
  • Scheduled payment runs by ACH, check, or virtual card
  • Early-payment discount capture where terms allow
  • Payment confirmations filed against each bill

Reporting

  • Weekly AP aging with upcoming cash requirements
  • Vendor spend summary by category
  • Month-end accrual of unbilled and unpaid obligations

Delivery timeline

The operating cadence once your account is live.

  1. Daily

    Bills captured & coded

    Invoices received in the AP inbox are entered within one business day.

  2. Mondays

    Approval queue sent

    Approvers receive the batch awaiting sign-off with due dates flagged.

  3. Wednesdays

    Payment run

    Approved bills are paid in a single scheduled run after cash confirmation.

  4. Fridays

    AP aging delivered

    Current aging plus next week's cash requirement sent to you.

  5. Business day 3

    Month-end accruals

    Unpaid and unbilled obligations accrued for the close.

Onboarding schedule

From kickoff to steady state, with realistic durations.

Days 1–5

Vendor & terms review

We map your vendor list, payment terms, and current approval chain.

Days 5–10

Workflow build

AP inbox, coding rules, and approval limits configured and tested.

Week 3

First controlled run

First payment run executed with you approving every item.

Tools we work in

  • Bill.com
  • Ramp
  • Melio
  • Stampli
  • QuickBooks Online
  • Xero

Results from accounts payable (ap) engagements

Filter by the industry closest to yours to see the work and the numbers behind it.

Manufacturing

Three-way match applied to every invoice, on time

Contract manufacturer, 300+ vendors

Invoices processed
1,400/mo

Invoices processed

Annual early-pay discounts captured
$46K

Annual early-pay discounts captured

Duplicate payments since go-live
0

Duplicate payments since go-live

Challenge. Invoice approvals sat in email, duplicate payments slipped through, and early-pay discounts were routinely missed.

What we did. Bill.com approval routing tied to PO and receipt data, plus a weekly payment run with a documented exception queue.

Nonprofits

Full back office outsourced, restricted funds tracked cleanly

Grant-funded nonprofit, $9M budget

Grants tracked to restriction
17

Grants tracked to restriction

Annual back-office cost saved
$118K

Annual back-office cost saved

Two consecutive audit opinions
Clean

Two consecutive audit opinions

Challenge. One overloaded staff accountant handled AP, payroll, and grant reporting — restricted balances were frequently misstated.

What we did. Took over the transactional finance function end to end, with fund-level tracking and a monthly grant compliance pack.

Small & Medium Businesses

Working capital freed on both sides of the ledger

Regional distributor, $22M revenue

Working capital released
$840K

Working capital released

Average collection period
41 → 29 days

Average collection period

Cash position reporting
Weekly

Cash position reporting

Challenge. Receivables aged quietly while payables were paid the day they arrived, squeezing cash in a seasonal business.

What we did. Aligned collections and payment runs to a single weekly cash cycle with clear terms enforced on both sides.

“Invoices are matched, approved, and paid on a schedule I can plan around. We're finally capturing early-pay discounts.”

Corporate Controller

Precision Contract Manufacturer

Manufacturing

“Restricted funds are tracked correctly and our audit was clean two years running. That was never true before.”

Executive Director

Research & Education Foundation (501c3)

Nonprofits

“Receivables and payables now run on one weekly cycle. We stopped guessing about cash in our slow season.”

General Manager

Regional Wholesale & Industrial Distributor

Small & Medium Businesses

Want results like these for your business team?

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FAQ

Accounts Payable (AP) questions, answered

Scope, timelines, security, and pricing — the things prospective clients ask before handing this function over.

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