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Bill Pay

 

What this service is

A controlled, paperless Accounts Payable process—from invoice capture and approvals through secure payment—so vendors are paid accurately and on time with a clean audit trail.

Who it’s for

Businesses that want to eliminate manual AP, reduce fraud risk, and standardize approvals—without hiring an internal AP clerk.

What we do each month

  • Invoice intake & coding: capture via inbox/portal; code to account, class/location/project as designed.

  • Approvals workflow: route to designated approvers by dollar threshold, department, or vendor; reminders and escalation.

  • Payment runs: scheduled ACH/check/virtual card/wire; positive-pay files if your bank supports it.

  • Reconciliations: match payments to invoices; resolve exceptions/duplicates; sync to GL.

  • Vendor file care: W-9 collection, 1099 tagging, remit data maintenance, inactive vendor cleanup.

  • Controls & documentation: segregation of duties, approval logs, invoice images attached to every bill.

Package notes (what scales up at higher tiers)

  • Advanced approvals & policies (multi-step, conditional thresholds, department heads).

  • International wires & special handling (FX, beneficiary validation, supporting docs).

  • 2- or 3-way match (PO/receipt/bill) where applicable.

  • Rush/out-of-cycle runs, same-day wires, and vendor onboarding SLAs.

  • Custom reports (aging by owner, unbilled commitments, accruals).

Summary: Lower tiers cover standard weekly runs and basic approvals; higher-tier packages add advanced approvals, international payments, matching, and tighter SLAs.

Output & delivery

  • Weekly AP aging and payments calendar.

  • Payment run summaries with approval stamps and exceptions resolved.

  • Month-end AP reconciliation package (to GL) and 1099-ready vendor export.

What we need from you

  • Named approvers and dollar thresholds; banking/payment policies (ACH/wire/check rules).

  • Read-only bank access for reconciliation; statement availability by cut-off.

  • Timely invoice submission to the AP inbox/portal; vendor point of contact for onboarding.

  • For special payments (deposits, retainage, escrow): instructions and supporting documents.

Onboarding timeline

1–2 weeks: 1) Intake & policy setup → 2) Software configuration → 3) Vendor import & W-9 chase → 4) Pilot payment run → 5) Live cadence.

Pricing drivers

Monthly invoice volume, number of vendors, payment methods (ACH vs wires), approval complexity, rush frequency, and international requirements.

Quality & security

Role-based access and segregation of duties; multi-factor authentication; bank-domain verification for new/changed vendor banking; attachment-first documentation; periodic vendor master reviews; WISP-aligned retention.

Notes for special cases

  • Trust/Escrow environments (e.g., brokerage): we maintain strict separation from operating funds and tie every disbursement to the related liability/file; three-way reconciliation supported.

  • We do not custody client funds. Payments flow through your approved platforms with your final authorization.