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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.”

Ken T.

Controller, contract manufacturer

Manufacturing

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

Miriam L.

Executive Director, nonprofit

Nonprofits

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

Victor A.

General Manager, regional 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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