An accounts payable job description includes processing invoices, verifying financial data, reconciling vendor statements, and ensuring timely payments. Accounts payable clerks maintain accurate records, support audits, and follow internal controls to prevent errors or fraud in outgoing payments.
What Is an Accounts Payable Job?
An accounts payable job focuses on making sure vendors get paid on time and records stay clean and accurate. It’s a central part of the accounting team, managing the company’s bills and financial obligations. Whether it’s entering invoice data, matching purchase orders, or updating vendor files, every action in the accounts payable department plays a role in keeping finances in check.
You’ll often hear titles like:
- Accounts payable clerk
- Accounts payable specialist
- Accounts payable accountant
Each has different duties, but they all revolve around one goal: timely and accurate processing of financial transactions.
What Do Accounts Payable Clerks Actually Do?
Accounts payable clerks are the frontline team handling vendor payments, invoice matching, and reconciling monthly statements. They keep the numbers moving and the books balanced.
Here’s a quick breakdown of daily responsibilities:
- Process invoices and code them to the right accounts
- Match vendor invoices to purchase orders
- Reconcile bank statements and vendor balances
- Communicate with vendors to resolve discrepancies
- Keep up with historical records for audits
Accuracy matters here. These clerks are also tasked with comparing system reports, checking for errors, and flagging duplicate payments. Every dollar out must be tracked, logged, and processed work cleanly.
What Skills Are Needed in Accounts Payable?
To succeed in accounts payable, you need a mix of attention to detail, software skills, and the ability to stay organized when the invoices pile up.
Let’s list what really counts:
- Time management skills — bills don’t wait
- Problem solving skills — like resolving a mismatched payment
- Communication skills — for working with vendors and teammates
- Familiarity with accounts payable software systems and Excel
- Basic understanding of accounting principles and reporting
You’ll be entering data, verifying expense reports, and handling sensitive financial records, so accuracy isn’t optional — it’s required.
What Technology and Tools Do AP Teams Use?
The accounts payable team relies on accounting software and automation tools to handle high volumes of financial data quickly. The right tech stack improves speed and reduces errors.
Common tools include:
- ERP platforms like SAP, Oracle, or Microsoft Dynamics
- Cloud-based AP systems like Tipalti, Bill.com, or Concur
- Excel or Google Sheets for custom financial reporting
- Internal accounting systems for storing vendor data
With automation, many steps like invoice scanning, payment approvals, and reconciling vendor statements are completed faster. But it still takes a human to verify entries and handle exceptions.
What Education and Experience Do You Need?
Most accounts payable jobs require a high school diploma and some hands-on experience with bookkeeping. The higher the role, the more education and experience you’ll need.
Here’s the breakdown:
- Entry-level (e.g., AP Clerk): high school diploma + data entry skills
- Mid-level (e.g., AP Specialist): 2+ years of payable experience, Excel skills, and AP software experience
- Senior roles (e.g., AP Accountant): bachelor’s degree in accounting or finance, experience with GAAP, and month-end closing
Some companies may prefer formal training, but if you’re detail-oriented and have experience processing invoices, you can still find your way in.
Is There Room to Grow in Accounts Payable?
Yes. There’s a clear career path in accounts payable, and growth can happen fast with experience and skill development. You can start in data entry and move up to leadership if you know your numbers and can maintain confidentiality and consistency.
Here’s a typical growth path:
- Accounts Payable Clerk → AP Specialist
- AP Specialist → Payable Accountant
- Payable Accountant → Accounting Manager
You might even branch into accounts receivable, payroll, or financial analysis. With each step, you’ll handle more responsibility like leading teams or managing the full payable processes cycle.
Sample Job Descriptions (By Title)
Use the table below to see how different roles in the AP department compare in terms of duties, skills, and who they report to.
Accounts Payable Job Description Table
| Job Title | Key Responsibilities | Required Skills/Qualifications | Reporting To | Additional Notes |
|---|---|---|---|---|
| Accounts Payable Specialist | – Full cycle AP – Voucher entry – Vendor comms – Reconciling AP aging – Concur batches – Update vendor info – Process 1099s – AP manual upkeep – Purchase orders – Monthly close help | – Attention to detail – Communication – Accounting software – 2+ years AP – Degree preferred | Director, Accounting | Often involves Concur admin |
| Accounts Payable Clerk | – Review/pay bills – Data entry – Maintain records – Ensure timely payments | – Bookkeeping basics – Organization – Accuracy | Varies | Entry-level |
| Accounts Payable Accountant | – Code/process invoices – Reconcile vendor statements – Review expenses – Month-end close – Audit support – Vendor relations – Journal entries | – Bachelor’s degree – 2+ years AP – GAAP/IFRS – Accounting software | Accounting Manager | May involve tax knowledge |
| AP Specialist (General) | – Track payments – Verify entries – Recordkeeping – Payroll/expenses – Financial reporting – Process improvement | – Excel skills – Communication – Data entry – Team skills | Finance Manager | May not need degre |
Typical Questions
See below typical questions we get asked about this topic.
How does automation impact accounts payable?
Automation speeds up AP by reducing manual data entry, invoice matching, and payment approvals. It helps professionals focus on exception handling and process improvement, not paperwork.
What role does accounts payable play in fraud prevention?
Accounts payable protects against fraud by enforcing vendor checks, dual approvals, and invoice verification. Many irregularities are caught here first.
How does AP support cash flow management?
Accounts payable helps manage cash flow by timing payments smartly, securing early discounts, and improving forecast accuracy. It’s more than just paying bills.
What are the challenges with international payments in AP?
International payments come with currency conversion, compliance, and bank delays. Best practices include using multi-currency software, setting clear vendor timelines, and keeping accurate financial records.
Final Notes
Accounts payable isn’t just about paying bills — it’s about maintaining trust, accuracy, and financial control. Whether you’re just starting or looking to level up, mastering the AP function means understanding systems, handling data with care, and always delivering on time.
Roles like payable clerk, accounts payable specialist, or payable accountant can all lead to strong careers. The key is staying organized, growing your skills, and keeping your eye on the numbers.
