The accounts payable (AP) function is undergoing a transformation driven by advances in automation, machine learning and artificial intelligence. As technology streamlines the manual work of AP and increases data visibility, the function is shifting toward a more strategic approach.

Below is a list of AP job titles and responsibilities, as well as reporting relationships and necessary skills and qualifications.

• Accounts Payable Manager
• Accounts Payable Specialist
• Accounts Payable Clerk

Interested in exploring other functions within the finance organization? Many financial professionals widen their skill set by taking a career path that includes experiences in multiple finance functions. Explore more roles:

• Treasury Job Descriptions
• FP&A Job Descriptions
• Accounts Receivable Job Descriptions

ACCOUNTS PAYABLE MANAGER

Responsible for overseeing and managing the efficient and accurate processing of all accounts payable transactions within the organization. Involves supervising a team of accounts payable professionals, ensuring compliance with company policies and procedures, and maintaining strong relationships with vendors and internal stakeholders. Drives process improvements and uses technology to enhance efficiency and accuracy in the payment process.

PRIMARY FUNCTIONS AND ESSENTIAL RESPONSIBILITIES

Accounts Payable Operations

• Oversee the end-to-end operations of the accounts payable team, including invoice processing, payment runs, and expense report management.
• Ensure all payments are processed accurately, in a timely manner, and in compliance with company policies and regulatory requirements.
• Review and approve large or complex invoices and payments.
• Develop and enforce accounts payable policies and procedures.

Vendor Management

• Establish and maintain strong relationships with vendors and suppliers.
• Resolve escalated vendor issues, discrepancies, or disputes effectively and professionally.
• Ensure accurate vendor records, including banking information and tax documents (e.g., W-9s).
• Negotiate payment terms and discounts with vendors to optimize cash flow.

Compliance and Internal Controls

• Implement and monitor internal controls to safeguard company assets and prevent fraud.
• Ensure compliance with tax regulations, including sales/use tax and 1099 reporting requirements.
• Collaborate with auditors to support internal and external audit requests and to ensure accuracy and compliance.

Process Improvement and Technology Utilization

• Identify and implement opportunities for process automation and efficiency improvements within the AP workflow.
• Leverage AP automation tools and ERP systems to streamline processes and reduce manual effort.
• Stay informed about changes in accounting regulations, emerging technologies and best practices in accounts payable management.
• Oversee the implementation and maintenance of accounts payable software and systems.

Reporting and Analysis

• Prepare and present AP metrics and reports, including aging reports, cash flow projections, and vendor spend analyses.
• Monitor key performance indicators (KPIs) to track team performance and identify areas for improvement.

Team Leadership and Development

• Supervise, mentor, and develop a team of accounts payable professionals.
• Provide training on systems, processes, and compliance requirements.
• Foster a culture of collaboration, accountability, and continuous improvement.

Work closely with other departments, such as procurement and finance, to streamline processes.

REPORTING RELATIONSHIPS

POSITION REPORTS TO: Director of Finance or Controller

POSITION(S) SUPERVISED: Accounts Payable Clerk, Accounts Payable Specialist, Accounts Payable Supervisor, Expense Report Coordinator, Vendor Relations Specialist

ALTERNATIVE TITLE(S): N/A

QUALIFICATIONS

EDUCATION

• Bachelor’s degree in accounting, finance or a related field

REQUIRED KNOWLEDGE

• Strong understanding of accounting principles, financial regulations, and tax compliance
• Proficient in the use of accounting software and ERP systems
• Advanced Microsoft Excel skills
• Familiarity with data visualization tools

EXPERIENCE REQUIRED

• Proven experience in accounts payable management, with a minimum of 5 years of relevant experience
• Experience in a managerial position

SKILLS & ABILITIES

• Strong analytical and problem-solving abilities
• Excellent organizational skills with the ability to prioritize and manage multiple tasks
• Effective communication and interpersonal skills to build relationships with internal and external stakeholders
• Leadership skills

ACCOUNTS PAYABLE SPECIALIST

Responsible for managing and executing the organization's accounts payable functions, including processing invoices, reconciling statements and ensuring timely payments to vendors. Essential in maintaining accurate financial records, optimizing cash flow and building strong relationships with vendors. Typically works within the finance or accounting department and collaborates closely with other teams such as sales, customer service and billing.

PRIMARY FUNCTIONS AND ESSENTIAL RESPONSIBILITIES

Invoice Management

• Review, verify, and process vendor invoices for accuracy and proper authorization.
• Match invoices to purchase orders and resolve discrepancies promptly.
• Enter invoice data into the accounting system for payment processing.

Payment Processing

• Prepare and process electronic payments (ACH, wire transfers) and checks.
• Monitor payment schedules to ensure timely disbursements and avoid late fees.
• Address payment inquiries from vendors and internal stakeholders.

Reconciliation and Reporting

• Reconcile vendor statements and resolve outstanding balances or discrepancies.
• Assist in month-end and year-end closing by reconciling accounts payable records.
• Generate and maintain accounts payable aging reports and payment activity summaries.

Vendor and Internal Communication

• Serve as the primary contact for vendor inquiries regarding payments and account status.
• Collaborate with purchasing and receiving departments to resolve invoice disputes.
• Build and maintain positive relationships with vendors and internal teams.

Compliance and Documentation

• Maintain organized and accurate records of invoices, payments, and correspondence.
• Ensure compliance with company policies, financial regulations, and tax requirements (e.g., 1099 reporting).
• Support internal and external audits by providing requested documentation and information.

Process Improvement

• Identify opportunities to improve accounts payable processes and implement best practices.
• Utilize AP automation tools to enhance efficiency and accuracy.
• Stay updated on industry trends and new technologies in accounts payable management.

REPORTING RELATIONSHIPS

POSITION REPORTS TO: Accounts Payable Supervisor or Manager, Accounting Manager, Controller, Chief Financial Officer (CFO), Finance Director

POSITION(S) SUPERVISED: None. However, depending on the company structure, Accounts Payable Specialists may oversee the work of Accounts Payable Clerks or Assistants.

QUALIFICATIONS

EDUCATION

• High school diploma or equivalent required
• Bachelor’s degree in Accounting, Finance or a related field preferred

REQUIRED KNOWLEDGE

• Strong understanding of accounting principles and practices, particularly in accounts payable management
• Knowledge of credit and collection laws and regulations is beneficial
• Familiarity with AP automation tools and electronic payment platforms
• Advanced Microsoft Excel skills, including data analysis and pivot tables
• Knowledge of accounts payable workflows, tax compliance (e.g., 1099), and vendor management

EXPERIENCE REQUIRED

• 2–4 years of experience in accounts receivable, billing or general accounting
• Experience with ERP systems and accounting software is preferred

SKILLS & ABILITIES

• Excellent communication and interpersonal skills for effective interaction with customers and internal stakeholders
• Attention to detail and accuracy in processing invoices and payments
• Excellent organizational and time management skills
• Ability to work independently and collaboratively in a team environment
• Ability to prioritize tasks, manage workload efficiently and meet deadlines in a fast-paced environment

ACCOUNTS PAYABLE CLERK

Responsible for processing invoices, managing payments to vendors, reconciling accounts payable transactions, and ensuring compliance with company policies and procedures. Involves maintaining financial records, reconciling accounts, and supporting compliance with internal controls and regulatory standards. Collaborates with internal teams and external vendors, utilizing technology to optimize processes and maintain high levels of accuracy and efficiency.

PRIMARY FUNCTIONS AND ESSENTIAL RESPONSIBILITIES

Invoice Processing

• Review and verify the accuracy and completeness of vendor invoices and supporting documentation.
• Verify appropriate authorization and coding for all invoices.
• Match invoices with purchase orders and receiving documents.
• Enter invoices into the accounting system for payment processing.

Payment Management

• Schedule and process payments, including checks, electronic transfers and ACH.
• Monitor payment schedules to ensure timely disbursements and avoid late fees.
• Address and resolve payment discrepancies and issues with vendors.

Account Reconciliation

• Reconcile vendor statements to ensure accounts are accurate and up to date.
• Investigate and resolve outstanding balances or discrepancies.
• Assist with month-end closing activities, including reconciliations and accruals.
• Maintain detailed records of transactions and reconciliations.

Compliance and Documentation

• Ensure compliance with company policies, internal controls and regulatory requirements.
• Maintain organized records of invoices, payments and other accounts payable documentation.
• Assist with audit preparation by providing required documentation and explanations.

Process Improvement

• Identify and recommend improvements to accounts payable processes.
• Collaborate with the finance team to streamline workflows and enhance efficiency.
• Stay updated on best practices, changes in accounting regulations and technological advancements related to accounts payable processes.

REPORTING RELATIONSHIPS

POSITION REPORTS TO: Accounts Payable Supervisor, Accounting Manager, or the Controller within an organization. In some cases, especially in smaller companies, they might directly report to the Chief Financial Officer (CFO) or another senior member of the finance department.

POSITION(S) SUPERVISED: None

ALTERNATIVE TITLE(S): AP Associate

QUALIFICATIONS

EDUCATION

• High school diploma or equivalent
• Associate or bachelor’s degree in accounting or related field preferred

RELEVANT CERTIFICATION

• Certified Accounts Payable Associate (CAPA)

REQUIRED KNOWLEDGE

• Proficiency in accounting software (e.g., QuickBooks, SAP, Oracle) and Microsoft Excel
• Knowledge of accounting principles and practices
• Familiarity with regulatory requirements related to accounts payable processes

EXPERIENCE REQUIRED

• Proven experience as an accounts payable clerk or similar role
• Experience with process improvement initiatives is a plus
• Familiarity with ERP systems and accounting software is preferred

SKILLS & ABILITIES

• Excellent communication and interpersonal skills for effective interaction with customers and internal stakeholders
• Strong attention to detail and accuracy
• Excellent organizational and time management skills
• Ability to prioritize tasks and meet deadlines in a fast-paced environment
• Effective written and verbal communication skills
• Ability to work independently as well as collaboratively within a team

Rethinking Surcharging: Compliance and Customer Trust in Today's Payment Landscape

Read More

8/1/2025