Accounts Payable
Keep bills moving with clear approvals.
Institution runs intake, verification, coding, and reconciliation. Approvals and payment authority stay with the client. Changed-payment details are verified through an independent channel before anything is queued.
AP flow
- 1IntakeInstitutionBills captured from vendor portals, email, and forwarded PDFs into one queue.
- 2VerificationInstitutionMatch against PO, contract, or prior activity; duplicate-check across the vendor.
- 3CodingInstitutionGL account, entity, project, and department applied consistently.
- 4Approval routingClientApprover assigned per policy; the client authorizes the payment.
- 5PaymentClientPayment executed by the client in the client's banking or bill-pay system.
- 6ReconciliationInstitutionCleared payments tied back to bills; AP aging updated.
Controls
What keeps the queue safe.
Changed-payment scrutiny
Any new or changed vendor payment detail is verified through an independent channel before it is queued.
Duplicate review
The queue is checked for duplicate invoice numbers, amounts, and vendor variants before approval.
Segregation
Intake, coding, and approval are handled by different roles.
Audit trail
Every step is timestamped and preserved with the bill.
Reconciliation
How AP ties into the close.
- Cleared payments matched to bills
- Vendor statements reconciled on an agreed schedule
- AP aging feeds the reporting pack
- Accruals recorded where policy requires
- 1099 records maintained through the year
- Duplicate and exception log preserved with the bill
Boundaries
What AP coordination does not include.
- Institution does not execute payments.
- Institution does not hold bank credentials outside sanctioned provider integrations.
- Institution does not authorize new vendors, the client does.
- We do not opine on vendor-contract terms.
Frequently asked
Does Institution pay bills?
No. Institution prepares the queue and coordinates approvals. The client authorizes and executes the payment.Which bill-pay systems do you work with?
The client's existing bill-pay system, Bill.com, Ramp, Melio, direct-from-bank, or a comparable tool.What about vendor portals?
We can capture bills from portals into the queue and coordinate credentials appropriately.