Accounts Payable Services

Track vendor bills, schedule payments, and keep your accounts current without the daily administrative work.

What This Is

Accounts payable is tracking who you owe money to and when it’s due. Recording vendor invoices as they come in. Scheduling payments so bills get paid on time but not earlier than necessary. Keeping records organized so you know what’s outstanding and what’s already been paid.

For most small businesses, this means a pile of invoices that need to be entered into the system, matched to purchase orders or receipts, and scheduled for payment. Someone has to do this regularly or the pile grows and you lose track of what needs to be paid when.

The Work

Receive and record vendor invoices. Match them to purchase orders or delivery receipts. Enter them into your accounting system with proper coding. Schedule payments based on due dates and your cash flow. Track what’s paid and what’s still outstanding.

The Schedule

Invoices processed as they arrive. Payment runs scheduled weekly or bi-weekly depending on your needs. Monthly reconciliation to verify all vendor statements match your records. Regular reporting on what’s due and when.

Why This Matters

Late payments damage vendor relationships. Pay a supplier late twice and they might put you on credit hold or demand payment upfront next time. That creates problems when you need materials quickly or want to negotiate better terms.

The flip side is paying too early. Cash sitting in your account has value. Pay an invoice that’s not due for 30 days and you’ve given up that cash earlier than necessary. Small businesses run on tight cash flow. Timing payments correctly matters.

Lost Invoices

Invoices arrive by email, mail, and sometimes both. They sit in different places. Some get paid twice. Others get forgotten until the vendor calls asking why their payment is 60 days late. Without a system, keeping track becomes guesswork.

Time Spent

Entering invoices, matching them to receipts, scheduling payments, reconciling vendor statements. This work takes 4 to 8 hours per week for businesses with regular vendor activity. It’s administrative work that has to happen but doesn’t generate revenue.

What Changes

Vendor invoices get recorded systematically as they arrive. Payments go out on schedule based on due dates and your available cash. Your vendors get paid reliably, which keeps your credit terms intact and your relationships solid.

You have visibility into what’s owed and when. No more wondering if you forgot to pay someone or accidentally paid them twice. No more scrambling when a vendor calls about a late payment you didn’t realize was due.

Better Cash Management

When you know exactly what’s due and when, you can plan cash flow better. You’re not paying bills early just to clear them off your desk. You’re paying strategically based on due dates and available funds.

Vendor Relationships

Consistent on-time payments build credibility with suppliers. That credibility translates to better terms, faster service, and more flexibility when you need it. Vendors remember who pays reliably and who doesn’t.

The Valley's Trusted Accounting Firm