Applying for an Accounts Payable Role in the US? Read this Guide.

In today’s job market, applicants need to stand out. When it comes to accounting, the accounts payable role is one of the key positions within a company. In fact, many outsourcing companies are built just to help businesses with the accounts payable, making these companies the largest job giver to account payable specialists.

In many organizations, accounts payable outsourcing services providers are responsible for managing incoming payments, supplier invoices, and other financial obligations. While the accounts payable role may seem straightforward, many skills and responsibilities are involved. In this guide blog, we will take you through every aspect of applying for an accounts payable role in the US.

Art: Work illustration by Storyset

The account payable service provider role involves processing an organization’s invoices and other financial transactions. This role significantly impacts company’s finances and is vital to the organization’s overall financial health. This section will discuss how the accounts payable role plays a crucial role in the company’s finances.

Cash flow management is vital to a company’s financial health. The accounts payable role is a critical function within an organization’s accounting department that manages cash outflows. Accounts Payable specialists ensure that vendors are paid promptly, and they can forecast cash requirements based on historical payment patterns to ensure a steady cash flow. 

By monitoring the cash outflows, the accounts payable specialist can know which obligations are due, prioritize impending payments, and ensure that prioritized payments are on time. This enables the company to maintain good business relationships with its suppliers and vendors.

Every organization needs to keep track of expenses, and the accounts payable role is responsible for managing them. Accounts payable outsourcing services also come into the picture here since these outsourcing companies are excellent at this. The accounts payable specialist verifies the validity of invoices, validates them, and codes them for entry into the accounting system.

By tracking expenses through the accounts payable role, companies can analyze where their money is going and make strategic decisions in dealing with potential increases in operating costs and Cost of Goods Sold (COGS).

Effective management of expenses can result in reducing overall operating costs. The accounts payable role tracks the cost of materials and services procured by the company and alerts management of potential cost increases or trending costs.

Account payable data contributes valuable information to the financial reporting process, including the creation of balance sheets, income statements, and retained earnings statements. Financial reporting and analysis are essential in outlining the company’s financial performance.

Accurate accounts payable data can help identify areas to save money and increase profitability. By providing timely and accurate data at the end of each period, the accounts payable team contributes crucial information to financial reports. This information assists in future forecasting, planning, and decision-making.

Moreover, the accounts payable function also helps to improve and enhance the internal control system of the company.

Vendors provide critical products and services essential for the continuity of an organization’s operation. Effective vendor management is a valuable aspect of the account payable service provider that impacts a company’s finances.

The accounts payable specialist interacts with vendors, builds relationships, and manages their invoices and payment schedules. This process facilitates good vendor relationships, better pricing on products/services, and effective negotiating power when needed. 

Good vendor relationship management can ensure timely access to products and services required for the business process, allowing operations to continue and leading to better financial performance.

The role of an account payable service provider is of paramount importance within the finance team of any organization. This position involves managing vendor accounts and payments and maintaining financial records accurately. In this blog section, we will explore in-depth the duties and responsibilities of the accounts payable professional.

The primary role of an account payable service provider is to manage an organization’s vendor accounts. They are very responsible for ensuring that payments are processed, tracked, and reconciled accurately in adherence to the company’s policies and regulations.

The accounts payable professional directly interfaces with vendors, suppliers, and the finance department staff while working with outsourcing companies. They must possess a clear understanding of accounts payable processing and be able to assist with reconciling accounts, generating purchase orders, and carrying out other financial transactions and strategies.

In a nutshell, the account payable service provider performs the following responsibilities:

• Manages vendor accounts and payments and maintains financial records. 
• Verifies vendor invoices or payment requests, reconciles accounts, and executes payments according to company policies and regulations. 
• Interfaces with vendors, suppliers, and the finance department staff. 
• Develops financial forecasts and prepares reports to assist the finance team.

1. Invoice Processing

One of the key responsibilities of an account payable service provider is to oversee the invoice processing activities for the organization. They must verify each invoice or payment request, match them with the relevant purchase order or contract, and process the payment accurately and on time. Moreover, they should ensure the inclusion of necessary information like date, invoice number, the amount received, due date, etc., before processing the payment.

The accounts payable professional must also keep an updated record of each invoice processed to ensure that vendor accounts are up-to-date and accurate.

2. Expense Management

The account payable service provider is responsible for managing the expenses incurred by various departments in the organization to ensure that they are within the allocated budget. They must also process expense reports submitted by employees correctly, ensuring prompt reimbursements.

The accounts payable specialist must ensure that the expenses aligned with the respective departments’ expenditures match the budget set, thereby helping in cost management.

3. Payment Processing

Accounts payable outsourcing services are known for fast and secure payment processing. Another critical aspect of an accounts payable specialist’s responsibilities is payment processing. They must take processing payments seriously, keep proper records, and ensure that payments are executed on time.

The accounts payable professional should clearly understand the payment process flow, payment modes like ACH, wires, checks, etc., and the relevant processes. They must also ensure proper transaction verification to identify discrepancies and avoid malfunctions.

4. Managing Vendor Accounts 

The role of an account payable service provider involves managing the vendors, and supplier accounts with a logical approach. They should have a crystal-clear understanding of the organizational requirements while maintaining precise records of each transaction and finances, such as maintaining payment history, capturing account information, and keeping records of relevant documents.  

The accounts payable professional should maintain an accurate database of vendors and supplier accounts, set up new vendors, and keep account records up to date. Moreover, they should reconcile vendor accounts regularly to ensure accuracy and review incoming billing statements, ensuring they match their respective contracts or other agreements.  

5. Budgeting and Forecasting

The account payable service provider must take care of the budgeting and forecasting requirements for the organization. By understanding vendor relationships and the organization’s requirements, they can forecast the cash flow and manage expenses efficiently.

They develop budgets for accounts payable functions, predict future cash requirements, review outstanding payables, and actively work on strategies to ensure the organization’s finances are aligned with set budgets.

6. Adhering to Financial Regulations

The accounts payable professional must ensure the organization adheres to financial and local regulations. This is really vital when you are working with outsourcing companies. They should be aware of tax filing deadlines and other mandatory requirements. They must maintain accurate records of each transaction, including sensitive financial data, securely and confidentially to avoid any unauthorized access or breach of security.

7.  Maintaining Records and Reports

The account payable service provider is responsible for maintaining an accurate and complete record of every transaction. This includes payment records, reconciled purchases, complaints, adjustments, making financial statements, and other reports available to the organization’s accounting.

They should be proficient in using financial software like ERPs, Excel, or Quickbooks to develop various financial statements or reports accurately and proficient outlook to aid management in financial forecasting.  

8. Reporting to Management

The account payable service provider should report to senior managers regularly. They should provide an analysis of cash flow, vendor performance reports, and potential vendors that meet the organization’s requirements. They should provide financial analysis and insights that help management make informed business decisions. 

If you are applying for an accounts payable role in the US, it is important to understand the specific skills required for success in the field. With these skills, you may apply easily at any famous account payable service provider. These skills are most sought-after for offering accounts payable outsourcing services in the USA. A perfect combination of technical and soft skills is necessary to excel in an accounts payable position. This section will explain the twelve critical skills needed to succeed as an accounts payable specialist.

1. Strong Attention to Detail 

The accounts payable specialist must ensure that all financial transactions, paperwork, invoices, and payments are processed accurately and without errors. The accounts payable specialist should pay attention to every detail, from cross-checking the data entered into the system to rechecking invoices and other documents for errors. The ability to catch minute discrepancies while reviewing and processing data indicates strong attention to detail. The major reason why businesses turn to outsourcing companies is their detailed attention.

2. Organizational Skills

Account payable service provider manages a large volume of paperwork, invoices and payment records, and other important financial documents. Good organizational skills are vital to keeping financial documents well-structured and systematic, facilitating quick processing and easy records retrieval when needed.

Effective organization of financial records is essential as vendors/auditors can need them in audits or during tax audits to avoid delays and administrative expenses.

3. Advanced Numerical Computation Skills

The accounts payable specialist needs proficiency in mathematical concepts to accurately process invoices, payments, and other critical financial transactions. All major providers of accounts payable outsourcing services prefer candidates who are really good and fast at computation. They must perform basic arithmetic in addition, subtraction, multiplication, and division, and working knowledge of percentages and fractions to record and correctly apply invoices.

Basic knowledge of mathematical and statistical concepts can increase the accuracy of financial reports. They must also be comfortable using financial tools and software.

4. Excellent Communication Skills

The ability to communicate effectively with vendors, auditors, and senior management teams is an important aspect of the accounts payable specialist role. Strong communication skills enable them to persuade and influence stakeholders, developing a strong vendor/customer relationship. This is especially important in outsourcing companies.

Effective communication skills include proper usage of languages, the ability to listen to stakeholders, and the ability to respond appropriately as per the situation. This skill also enables the person to explain financial data clearly, and easily understood by recipients.

5. Adaptability and Flexibility

The financial department of an organization comprises various personalities. And when you are working with outsourcing companies, this becomes even more critical because of the diverse client base. The accounts payable service provider must be able to adapt to sudden changes and learn new processes as required to keep the financial processes on track. They should also be willing to go beyond and take on new responsibilities and effectively align them with organizational goals.  

This skill ensures that work is carried out according to organizational standards efficiently and effectively.

6. Deadline Management Skills

Managing deadlines is an important competency needed for the account payable service provider. AP specialists often have to complete tasks within a tight schedule and meet critical month-end, quarter-end, and year-end processes.

Deep planning and strong organizational skills are critical to meet deadlines by tracking payment schedules, managing workflow effectively and promptly, and adhering to organizational deadline expectations.

7. Discretion

An accounts payable service provider has access to confidential financial information, including passwords, account numbers, and other sensitive data. Discretion is critical to ensure confidentiality while dealing with this sensitive information.

Discretion is a vital skill that ensures that sensitive information is protected from unauthorized persons. This protects the organization, the accounts payable specialist, and the vendors.

8. Customer Service

Accounts payable specialists should develop strong interpersonal skills, especially in customer service. They should be empathetic and respond appropriately to vendors’ inquiries and requests to foster good vendor relationships, especially when working with outsourcing companies. They must exhibit excellent skills like active listening, follow-up with queries, and responding promptly.

9. Analytical and Problem-Solving Skills

Analyzing financial data obtained from a considerable volume of paperwork and documents characterizes an account payable service provider’s work. Analyzing a high volume of financial information requires strong analytical and problem-solving skills.

Strong analytical and problem-solving abilities include: 

• Resourcefulness. 
• The ability to think creatively. 
• Utilizing critical thinking skills to develop unique and innovative solutions to problems that arise.

10. Technological Skills

The account payable service provider regularly interacts with and navigates multiple finance software applications like accounting software, ERPs, OCR, etc. The ability to learn new software quickly, troubleshoot problems and leverage all features available is critical to succeeding in the role.

Strong technological skills ensure that the accounts payable specialists are up-to-date on the latest trends, understand how they affect the industry, and how to utilize them to improve overall financial efficiency for the organization.

11. Interpersonal Skills 

An account payable service provider role can be challenging, requiring constantly interacting with other team members and organizational stakeholders. Interpersonal skills, therefore, are essential to engage positively and collaboratively and accomplish unique tasks. An essential interpersonal skill for the accounts payable specialist includes:

• Active Listening – The ability to actively listen and respond appropriately to stakeholders’ queries, needs, and requirements. 
• Conflict Resolution – The capability to handle disagreements, develop solutions, and restore productive working relationships among team members. 
• Collaboration – The ability to work collaboratively with leadership and support teams to realize organizational objectives. 
• Emotional Intelligence – Being aware of others’ emotions and emotions—utilizing such awareness to mitigate conflicts. 
• Positive Attitude – A friendly, willingness-to-engage attitude that facilitates an effective working relationship for all stakeholders.

12. Multitasking 

While working with outsourcing companies, the accounts payable specialist juggles a myriad of accounts and vendors simultaneously while ensuring accuracy and complying with deadlines when managing different invoices. Multitasking involves balancing and prioritizing numerous tasks, keeping track of deadlines, and completing work efficiently. 

Multitasking involves:

• Strong attention to detail. 
• Good organizational skills. 
• The ability to remain focused and efficient under pressure.

The average yearly salary of accounts payable professional roles in the USA for 2023 is $54,000.

The accounts payable role is a vital component of any business organization’s financial operations. Aspiring accounts payable professionals need to possess a range of technical and soft skills, a strong sense of organization, and attention to detail. Applying for an accounts payable role requires a strong resume, excellent interviewing skills, and a commitment to ongoing professional development. By following the guidelines outlined in the blog, you can successfully secure the accounts payable job you desire and progress in your accounting career.

ARDEM provides Business Process Outsourcing and Business Process Automation Services to established companies to help them improve operational Efficiency and Reduce Costs.  For more information please reach out to us  at pricing@ardem.com or call us at 908-359-2600.