Accounts payable for US businesses

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.

No — accounts payable is operational work inside your books, not something submitted to IRS. Where a filing does sit downstream of it, inside accounts payable & receivable more broadly, that stays with your CPA or enrolled agent, never with us.

Whatever you already run. Most commonly QuickBooks, Xero, NetSuite, Sage, Zoho Books and a handful of others — we work inside your system rather than moving you onto one of our own.

A short, free read-only look at what you already have, and a written note on what we found. A scoping call decides the size of the engagement — nothing here commits you to anything.

There is no published price for accounts payable — it depends on volume, how many entities are involved, and how far behind the books are. We quote after the read-only review, which is free.

Accounts payable sits inside accounts payable & receivable, alongside Accounts receivable, Vendor master management, Collections support. Most clients end up buying the category as a whole rather than one leaf at a time, but starting narrow is fine.

It's checking a vendor invoice against the purchase order and the receiving record before payment — confirming the quantity, price, and vendor match all three documents. We apply it wherever a PO and receiving record exist; bills without one (a recurring utility, a subscription) are coded and approved through the standard workflow instead.

By matching on vendor identity, invoice amount, and a date window rather than an exact invoice-number string. A resubmitted invoice with a corrected date or a slightly different number gets flagged the same way an exact duplicate does — a string match alone misses both.

We prepare and reconcile the payment run — the ACH file or check batch tied to approved bills. Whether a bank release requires your sign-off or ours runs through a separately approved process is set up with you at onboarding; either way, every payment traces back to a bill that was coded and approved first.

A Form W-9 before the first payment goes out — legal name, entity type, and TIN — plus a payment-category tag (services, rent, other) that determines whether a later 1099 falls under 1099-NEC or 1099-MISC.

We maintain the data the decision runs on — cumulative payments per vendor, W-9 status, payment category — and hand your CPA a pre-filing worksheet with that already sorted. Whether a specific payment triggers 1099 reporting, and which form, is your CPA's determination.

You're generally required to begin backup withholding on that vendor's future payments until it's resolved — a step your CPA should confirm and apply. We flag the missing W-9 at first payment so it's visible immediately rather than discovered in January.

By payment category, tagged at vendor intake — a services vendor points toward 1099-NEC, a landlord toward 1099-MISC. That category rides with the vendor record all year so the pre-filing worksheet sorts vendors correctly without anyone reconstructing it from paid bills in January.

Yes. Every change to a vendor's payment routing is held and verified by callback to a number already on file — not a number supplied in the same message requesting the change — before it's allowed into a payment run.

It's logged and aged from the issue date. Most states require uncashed business checks to be reported as unclaimed property after a dormancy period, so we flag stale checks well before that deadline rather than letting them surface during a state audit years later.

Yes — thresholds are set with you at onboarding, so routine bills under a set amount move through a standard approval path and only larger or exception items land on your desk.

The ongoing vendor record sits with vendor master management. What this service captures is the tax and payment-category data at the moment a new vendor first enters the AP queue, because that has to happen before the first bill is paid.