Understanding the accounts payable process: The ultimate workflow guide 

Whether you’re running a mid-sized business or starting out as an entrepreneur, getting the hang of the accounts payable process within your expenditure and purchasing cycle is crucial. 

So, what is it, and why should you care? This guide will explain everything you need to know about the accounts payable process, and why it’s important for your business’ financial health.

Here’s what we will cover: 

What is the accounts payable process?

Accounts Payable (AP) is the money your business owes to suppliers and vendors for the goods and services you’ve received but haven’t yet paid. It shows up as a liability on your balance sheet and is critical when tracking how cash moves in and out of your business. 

The accounts payable process, also known as the “full cycle of accounts payable,” covers everything from getting a Purchase Order (PO) and invoice, to actually making the payment. At a high level: 

1. You receive a purchase order and an invoice from a supplier. 

2. You check the invoice against the PO to ensure accuracy. 

3. You approve the invoice. 

4. You authorize and send payment. 

This sequence is also part of the broader P2P (Procure-to-ay) process. 

The importance of an optimized accounts payable workflow

If your accounts payable workflow is full of bottlenecks, you risk late payments, duplicate bills, extra fees, and frustrated suppliers. A smooth AP process helps avoid these problems and brings many advantages. 

It helps you: 

Keep track of invoices  

An automated AP system updates invoices in real-time, so you always know which payments are due. 

Pay on time, every time 

Automated reminders and scheduling make sure you don’t miss deadlines and avoid penalty fees. 

Eliminate manual work 

Automation reduces the need for manual data entry and processing, minimizing the risk of errors and freeing up your team from repetitive tasks. 

Speed up finance operations 

With streamlined workflows and automation, your finance team can process payments quickly, allowing them to focus on higher-value tasks. 

Save time for other goals 

By reducing time spent on manual AP tasks, you give your team more room to tackle strategic priorities and contribute to the growth and success of the business. 

Build vendor relationships 

Consistent and timely payments build trust and strengthen relationships with vendors, potentially leading to better terms, discounts, and partnerships. 

Avoid late fees and penalties 

An organized accounts payable process ensures that payments are never missed, helping you avoid costly late fees and penalties. 

Prevent fraud 

Built-in controls help detect and prevent fraudulent activities by flagging suspicious transactions and enforcing proper approvals. 

Challenges in accounts payable procedures

When your AP workflow is manual, you can run into several issues, including: 

• Missing invoices: paper or email invoices can get lost if they’re not recorded right away—risking late fees and upset suppliers. 

• Time-consuming oversight: Sage found that 77% of CEOs spend time each month chasing overdue invoices. In fact, 4 in 10 are doing this weekly. That’s time they’re not spending on growth or new ideas. 

• Errors in data entry: manual AP work can lead to typos, misplaced documents, and miscalculations—all of which skew your financial data. 

• Scaling problems: rapid growth or seasonal spikes in invoices can overwhelm a manual AP process. Automated systems handle high volumes more smoothly. 

• Multiple payment methods: managing everything from ACH transfers to paper checks can get messy fast. Without the right tools, you risk mistakes and delays. 

The accounts payable process steps

A full cycle of accounts payable process includes four key steps: 

1. Invoice capture 

First, collect the invoice—via email, mail, or a digital invoicing system—and record it in your accounting system. Automated tools like cash flow management software can handle this step automatically. 

2. Invoice authorization 

Then review the invoice for accuracy, including quantities, prices, and discounts. Once you’ve verified it, the invoice needs to be approved, usually by someone in your finance team or management. 

3. Payment processing 

With the invoice approved, it’s time to pay your supplier. Common payment methods include ACH, checks, and virtual cards. Make sure you match the payment to the correct invoice to avoid confusion. 

4. Payment recording 

Lastly, log the payment in your accounting system to keep your books accurate and make future reporting easier. Automation helps here, too, by updating records without the need for extra data entry. 

Implementing best practices in the accounts payable process

You now know what the accounts payable process is and the full cycle of it. Now it’s time to make sure you’re doing it correctly. Here are three best practices to keep your AP process running smoothly: 

1. Cut down on check runs   

Paper checks can be time-consuming. Instead of issuing them every few days, try consolidating payments and running checks bi-weekly (or even monthly). Fewer check runs mean fewer opportunities for errors and confusion and a simpler AP workflow overall. 

2. Limit access and establish controls 

Ask yourself: who can change vendor information? Limiting access to your Master Vendor File helps you keep tight control over critical details. Assign specific roles and permissions so only trusted team members can add or update vendor info. Everyone else can view but not edit. 

3. Eliminate AP fraud 

Unfortunately, fraud is a real concern—80% of organizations faced payment fraud attempts in 2023. You can protect your business by: 

• Setting strong internal controls. 

• Watching for fake vendor accounts. 

• Restricting the ability to add new vendors to authorized employees. 

• Using multi-factor authentication (MFA) to secure financial systems. 

• Training your team to recognize red flags and report suspicious activity. 

Optimize accounts payable process with AP automation

AP automation tools let you scan invoices, match them to purchase orders, and handle tax forms all at once. It’s a game-changer for businesses looking to save time and reduce errors. In fact, by 2030, up to 30% of current work hours could be automated with AI, according to McKinsey.

Here’s why AP automation matters: 

• Simplifies accounts payable: AP automation software keeps your cash flow in check and ensures invoices are paid on time. By automating the AP process, you reduce human error and minimize costs, freeing up time and resources for other important tasks. 

• Boosts productivity: manual AP processing can be a huge drain on your team’s time and energy. Tracking every supplier agreement and processing hundreds of invoices a day can be overwhelming. Automation handles all of the work, eliminating thousands of hours of manual data entry.  

• Improves cash flow control: with automated AP software, you get real-time visibility into your cash flow. No more confusion, simply clear, up-to-date reporting that helps you manage your finances better.  

• Streamlines approval process: manual approval processes often lead to late fees, missed invoices, and overworked teams. AP automation software streamlines the entire approval process, from routing invoices for review to notifying stakeholders. It also includes built-in permissions to prevent fraud and unauthorized purchases. 

Ready to take the next step?

With the right approach, you can sidestep common pitfalls, streamline your workflow, and make sure your finances stay in tip-top shape. 

Sage has you covered. Its accounts payable automation software solutions are designed to make your life easier.  From everything invoice handling to real-time reporting  you can improve your AP through its automation and easy integrations.  

Accounts payable process FAQs

How do you record accounts payable transactions? 

Recording accounts payable is pretty simple once you get the hang of it. Every time you get an invoice or a bill, you note it down in your accounts payable ledger. You’ll want to log the details like the date, amount, and who it’s from. When you actually pay it, update your records to show it’s been settled.  

How can automation improve the accounts payable process? 

Automation can make your accounts payable process and procedures easier. Instead of drowning in paperwork and risking human errors, automation software takes care of the tedious tasks for you. It scans invoices, matches them with purchase orders, and even sorts out tax forms. This means you save time, reduce mistakes, and avoid the hassle of manual checks.