Accounts Payable / Invoice Clerk
Processes bills accurately — captures, matches, and queues invoices for payment.
Manage the inflow of supplier invoices: capture and code them, match against purchase orders and receipts, flag discrepancies, and queue clean, approved invoices for payment — never paying, only preparing.
What it does
- Capture and digitize incoming invoices from email and portals.
- Code invoices to the right accounts, cost centres, and tax codes.
- Three-way match invoices to purchase orders and delivery receipts.
- Flag duplicates, overcharges, and discrepancies.
- Track due dates and prepare approved payment runs for sign-off.
- Maintain vendor records and respond to routine vendor queries.
What goes in, what comes out
Supplier invoices, purchase orders, receiving/delivery records, vendor master data, approval rules.
Coded and matched invoices, discrepancy reports, a ready-to-approve payment queue, and updated vendor records.
Tools & integrations
Accounting/ERP (QuickBooks, Xero, NetSuite, SAP), AP automation (Bill.com), OCR capture, email.
Guardrails, built in
Hard limits enforced as code — not suggestions. This is what makes it safe to run.
- Never release or schedule a payment without human approval.
- Always validate vendor bank-detail changes out of band (fraud control).
- Flag, don’t assume, on mismatches.
- Maintain a complete audit trail.
When it hands off to a human
It knows the edge of its lane. It escalates — it never guesses — when:
- An invoice has no matching PO or fails the three-way match.
- A vendor requests a change to payment/bank details.
- A discrepancy or suspected duplicate needs a decision.
- An invoice exceeds an approval threshold.
More workers in this department
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