Job brief
We are seeking a detail-oriented Accounts Payable Specialist to join our finance team and take ownership of our vendor payment operations processing over $50M annually. In this role, you will ensure timely and accurate processing of invoices, maintain strong vendor relationships, and contribute to our month-end close process while supporting continuous improvements in our AP automation initiatives. You'll work closely with procurement, receiving, and accounting teams using our SAP ERP system to maintain clean financial records and optimize payment processes. If you have a passion for accuracy, process improvement, and building vendor partnerships, this role offers excellent growth opportunities.
Key highlights
- Process vendor invoices through three-way matching against purchase orders and receiving documents using SAP or similar ERP systems
- Execute weekly payment runs via ACH, wire transfers, and check processing while maintaining proper authorization controls
- Generate and analyze AP aging reports to identify overdue payments and resolve vendor disputes or discrepancies
- Support month-end closing by preparing accrual entries, AP rollforward schedules, and cut-off testing documentation
What is a Accounts Payable Specialist?
An Accounts Payable Specialist is a finance professional who manages the complete vendor payment lifecycle, from invoice receipt and approval routing to payment processing and vendor relationship management. Working primarily with ERP systems such as SAP, Oracle, or NetSuite, Accounts Payable Specialists ensure accurate three-way matching of purchase orders, receipts, and invoices while maintaining compliance with internal controls and regulatory requirements. Their meticulous work directly impacts cash flow management, vendor relationships, and the organization's financial reporting accuracy.
What does a Accounts Payable Specialist do?
Daily, an Accounts Payable Specialist processes vendor invoices by performing three-way matching against purchase orders and receiving documents, routes invoices through approval workflows, and resolves discrepancies with purchasing teams and vendors. They generate weekly AP aging reports, prepare payment batches using ACH, wire transfer, or check processing systems, and maintain vendor master files with updated W-9 forms and payment terms. They also respond to vendor inquiries about payment status, reconcile vendor statements, and support month-end closing activities by accruing unpaid invoices and preparing AP rollforward schedules.
Key responsibilities
- Process vendor invoices through three-way matching against purchase orders and receiving documents using SAP or similar ERP systems
- Execute weekly payment runs via ACH, wire transfers, and check processing while maintaining proper authorization controls
- Generate and analyze AP aging reports to identify overdue payments and resolve vendor disputes or discrepancies
- Maintain vendor master files including W-9 collection, payment terms updates, and banking information changes
- Reconcile monthly vendor statements and resolve variances with purchasing teams and external suppliers
- Support month-end closing by preparing accrual entries, AP rollforward schedules, and cut-off testing documentation
- Respond to vendor inquiries regarding payment status, invoice discrepancies, and account reconciliation requests
- Collaborate with procurement teams to resolve purchase order mismatches and implement process improvements
Requirements and skills
- Proficiency in ERP systems such as SAP, Oracle, NetSuite, or Microsoft Dynamics with AP module experience
- Strong knowledge of three-way matching, purchase order processing, and vendor payment workflows
- Advanced Excel skills including VLOOKUP, pivot tables, and financial reporting formulas for AP analytics
- Understanding of internal controls, segregation of duties, and Sarbanes-Oxley compliance requirements
- Experience with ACH processing, wire transfer protocols, and electronic payment systems like Bill.com or AvidXchange
- Associate's degree in Accounting, Finance, or related field, or equivalent AP processing experience
- Ability to manage high-volume invoice processing while maintaining accuracy under tight deadlines
- Strong analytical skills to identify discrepancies, resolve vendor disputes, and recommend process improvements
FAQs
What does an Accounts Payable Specialist do on a daily basis?
An Accounts Payable Specialist processes vendor invoices by performing three-way matching against purchase orders and receiving documents, routes invoices through approval workflows in ERP systems like SAP or NetSuite, and resolves discrepancies with vendors and internal teams. They prepare weekly payment batches using ACH or wire transfer systems, maintain vendor master files with current W-9 forms and banking information, and respond to vendor inquiries about payment status. Additionally, they generate AP aging reports, reconcile vendor statements, and support month-end closing activities by preparing accrual entries and AP rollforward schedules.
What skills and qualifications are required for an Accounts Payable Specialist?
Key qualifications include proficiency in ERP systems such as SAP, Oracle, or NetSuite with specific AP module experience, and strong Excel skills for creating pivot tables and financial reports. Accounts Payable Specialists need understanding of three-way matching processes, purchase order workflows, and electronic payment systems like ACH and wire transfers. Most positions require an associate's degree in accounting or finance, or equivalent AP processing experience, along with knowledge of internal controls and SOX compliance requirements. Strong analytical skills for resolving discrepancies and attention to detail for high-volume invoice processing are essential.
Who does an Accounts Payable Specialist work with?
Accounts Payable Specialists collaborate closely with procurement teams to resolve purchase order discrepancies and ensure proper authorization workflows, and work with receiving departments to verify delivery of goods and services. They interact daily with vendors to resolve payment inquiries, statement discrepancies, and update account information. Internally, they partner with accounting managers during month-end close processes, support auditors by providing AP documentation, and coordinate with treasury teams on cash flow planning and payment scheduling.
What is the typical salary range for an Accounts Payable Specialist?
Accounts Payable Specialist salaries typically range from $35,000 to $55,000 annually, depending on experience level, geographic location, and company size. Entry-level specialists in smaller companies may start around $32,000, while experienced AP specialists at large corporations or in high-cost markets can earn $60,000 or more. Additional compensation may include performance bonuses, healthcare benefits, and retirement contributions. Specialists with advanced ERP certifications like SAP or Oracle, or those in specialized industries such as healthcare or manufacturing, often command higher salaries due to their technical expertise.