What is accounts payable & receivable with CapEasy?
AR and AP are where most small finance functions quietly leak money: invoices that go out late, receivables nobody chases, duplicate payments, and suppliers paid earlier than the terms require. Running both to a schedule is unglamorous and immediately worth it.
Accounts payable and receivable in an Australian business run on the same daily habits as anywhere else — bills captured and coded as they land, invoices tracked until they're paid, cash applied to the right customer — but two things are specific to this market: every supplier and customer transaction carries a GST component that has to be coded correctly, and every supplier has to be onboarded with an ABN captured and checked before the first payment goes out. Get either wrong and it doesn't stay a bookkeeping issue; it shows up as a coding error your BAS agent has to unpick at lodgement time.
A named person on your account owns the supplier ledger and the customer ledger. AI handles the repetitive layer underneath — matching an invoice to a purchase order, suggesting the GL code and the GST tag based on how that supplier's invoices have been coded before, flagging a supplier record with no ABN or a duplicate-looking payment. None of that becomes a posted transaction without a person confirming it. Ascertaining your GST or BAS position stays with your registered BAS agent — we code exactly what the tax invoice in front of us says, and that determination is theirs to make.
The services inside accounts payable & receivable
4 services, each with its own page — scope, process and the licence line stated before you buy anything.
| Accounts payable | Bills captured, coded, approved and scheduled — with an audit trail. |
| Accounts receivable | Invoices out on time, ageing watched, cash applied correctly. |
| Vendor master management | Clean vendor records, including the tax data January will ask for. |
| Collections support | A follow-up rhythm on overdue invoices that does not damage the relationship. |
Why it matters
| Without a system | With CapEasy |
|---|---|
| Cash flow shortages that were predictable | Predictable inflows and controlled outflows |
| Revenue leakage from uninvoiced work | Aging you can act on before it is a problem |
| Duplicate or early payments | A clean audit trail on every payment |
| Supplier disputes over what was actually agreed | Working capital you can actually plan around |
What we need from you
Receivable
- Customer master data
- Sales invoices
- Payment history
- Credit terms
Payable
- Supplier master data
- Purchase orders
- Supplier invoices
- Payment terms
- Expense receipts
How it runs, step by step
- Receivable
- Invoice creation and validation
- Recurring invoice setup
- Credit notes
- Payable
- Invoice recording and coding
- Three-way matching (PO, receipt, invoice)
- Payment scheduling and due-date monitoring
- Inventory, where relevant
- SKU-level tracking
- Multi-location stock
- FIFO / weighted average costing
What lands with you, every cycle
- AR aging report
- AP aging report
- Supplier reconciliation statements
- Customer balance confirmations
- Inventory valuation and COGS summary
- Working capital view
Who does what
Here is the licence line in Australia, stated before you buy anything — each of these is carried out by your registered BAS or tax agent:
- Work out what goes on your BAS, or advise you on it — under TASA 2009 that requires registration we do not hold.
- Lodge anything with the ATO, or deal with the ATO on your behalf.
- Determine your GST treatment, or calculate your superannuation guarantee.
- Report Single Touch Payroll as your agent.
- Give advice a registered tax agent is required to give.
Accounts payable & receivable in Australia
ABN capture and PAYG withholding for suppliers without one
A supplier who doesn't quote an ABN on their invoice can trigger a PAYG withholding obligation at the top marginal rate on that payment, unless an exception applies (for example, the supplier is not required to have an ABN, or the payment is below the no-ABN threshold). This is a rule that has to be caught at the point of payment, not discovered at BAS time. Supplier onboarding checks the ABN against the ABN Lookup register before the first invoice is set up for payment.
GST coding is not a BAS service — the line TASA 2009 s.90-10 draws
Under TASA 2009 s.90-10, a BAS service includes ascertaining or advising on a GST or other BAS-related liability, not merely lodging one. Coding the GST component of a tax invoice exactly as it's stated on that invoice is a bookkeeping mechanic. Deciding whether a transaction should be GST-free, input-taxed, or taxable when the invoice is ambiguous — or advising on your overall GST position — is BAS agent work, and that's where the line sits.
Tax invoice requirements set what has to be captured, not what we can waive
Under GST law, a tax invoice for a sale over $82.50 (GST-inclusive) has to show the GST amount, or state that the total includes GST, along with the supplier's ABN and other prescribed details. A supplier invoice missing those details isn't a valid tax invoice for GST-credit purposes, and coding it as though it is creates a problem your BAS agent inherits at lodgement. We check for the required detail at entry and flag what's missing rather than coding around it.
E-invoicing (Peppol) is changing how AP data arrives, not what it means
A growing share of Australian B2B and government invoicing now moves through the Peppol e-invoicing network rather than PDF or email. Where a supplier or customer is on the network, invoice data arrives structured and pre-validated, which reduces manual entry error — but the GST coding and ABN checks still apply the same way to an e-invoice as to a paper one.
What your registered BAS or tax agent receives from us
- A coded, monthly-reconciled AP ledger matched to supplier statements, with the GST component on every line tagged exactly as the tax invoice states it.
- A supplier master file with ABNs captured and verified against the ABN Lookup register before first payment.
- An AR ageing schedule in 30/60/90/90+ day buckets, reconciled to the bank on a set cadence.
- A 30 June-ready AP accrual schedule capturing goods and services received before year-end but not yet invoiced.
- An exception log — suppliers with no ABN on file, invoices missing required tax invoice detail, mismatched payments — flagged as they occur.
- Cash application reconciliation matching every remittance to the specific customer invoice(s) it settles.
Questions worth asking before you start
Will you deal with the Australian Taxation Office on my behalf?
No. We are a consulting firm — lodgments and agent work run through registered BAS and tax agents. Anything that means dealing directly with ATO — filing, correspondence, representation — stays with your registered BAS or tax agent. What changes is how much work it is for them: they open a file that is already reconciled and coded, not one they have to rebuild first.
Exactly what lands with your registered BAS or tax agent at the end of a cycle?
AR aging report, AP aging report, Supplier reconciliation statements, Customer balance confirmations, Inventory valuation and COGS summary, Working capital view. All of it goes to your registered BAS or tax agent — or straight to you, if you are the one reviewing before it moves on.
Who actually does the work — a person or an AI tool?
A named person on our team owns your file and reviews everything that leaves it. Software does a real share of the grinding underneath it — coding, matching, flagging the obvious gaps — but nothing regulated happens without a person’s judgement, and nothing here is signed or filed by an algorithm.
Will you chase our customers for payment?
Yes, on the schedule you set, so it does not fall to whoever on your team has time that week.
Can you pay our suppliers directly?
We prepare and schedule payment runs to terms. The actual release of funds stays with someone on your side who holds the banking access, unless you have specifically authorised otherwise.
Do you handle inventory as well?
Where it is relevant — SKU-level tracking, costing and stock reconciliation sit inside this service rather than as a separate one.
What accounts payable and receivable work do you actually do for an Australian business?
We capture and code every supplier bill, tag the GST component as stated on the tax invoice, match it to a purchase order where one exists, run it through your approval workflow, and prepare the payment run. On the AR side, we track every customer invoice through to payment and keep the ageing schedule current.
Do you decide whether an invoice is GST-inclusive or exclusive?
No. We code what the supplier's tax invoice states. If the invoice is unclear or missing required detail, it goes on the exception list for your BAS agent, rather than being coded on an assumption.
Is coding GST on our invoices the same as lodging our BAS?
No. Coding is a bookkeeping mechanic. Ascertaining or advising on the actual BAS liability is defined under TASA 2009 s.90-10 as a registered BAS service — that registration and the liability call belong to your registered BAS or tax agent.
Who lodges our BAS?
Your registered BAS or tax agent. We prepare the coded ledger and the tax invoice register that lodgement is based on.
What happens if a supplier doesn't have an ABN?
It's flagged at onboarding, before the first payment. Paying a supplier without a quoted ABN can trigger a PAYG withholding obligation, and that payment holds until it's resolved with you before it runs as a normal supplier payment.
Do you chase our customers for overdue invoices?
We draft the follow-up and track promises to pay based on a current ageing schedule. Whether it goes out under your name and how it's worded is your call — we support the process while you stay in control of the calls.
What's in an AR ageing schedule?
Every open customer invoice sorted into 30, 60, 90, and 90-plus day buckets against its due date, refreshed on a set cadence rather than pulled together once a quarter.
How do you handle supplier onboarding?
Every new supplier record requires a captured ABN, checked against the ABN Lookup register, plus payment terms and banking details, before the first invoice is queued.
Do you use e-invoicing or Peppol?
Where a supplier or customer is on the Peppol network, we work with the structured invoice data it provides. The same ABN and GST checks apply whether an invoice arrives via Peppol, email, or paper.
Does AI decide which invoices get approved for payment?
No. AI matches an invoice to its purchase order, suggests a GL and GST code based on history, and flags anything that looks off — a missing ABN, a possible duplicate. A named person on your account approves every payment run.
How does this feed our BAS agent's work?
They receive a coded ledger with GST tagged per line and a tax invoice register behind it. That's the input to their BAS preparation — they still do the ascertaining and the lodging.
What happens at 30 June?
AP accruals are captured for anything received before year-end but not yet invoiced, so the accounts your accountant prepares reflect the right period. We handle that cut-off as an AP/AR discipline; the annual accounts and any ASIC obligations sit with your accountant.
Can you work inside Xero or MYOB, or do we need to switch platforms?
We work inside the platform you already use — Xero and MYOB both support the supplier and GST coding workflow this runs on. No platform migration is required to get the process tightened up.
