Accounts Payable Automation with Bill.com

Project Overview

We partnered with a fast-growing creative design studio that was struggling with a bottleneck in their accounts payable (AP). The studio was manually tracking vendor bills in spreadsheets, losing track of approval emails, and experiencing late payments. The objective was to implement and manage Bill.com to streamline invoice ingestion, build a clear multi-tier approval workflow, schedule automated payments, and ensure real-time synchronization with their primary accounting system.

Our Key Responsibilities

• Designed and implemented custom Bill.com approval and payment workflows.
• Processed high-volume vendor invoices, utilizing OCR capture to verify details.
• Matched incoming bills with supporting purchase orders and receipts to prevent duplicates.
• Scheduled and monitored electronic vendor payments, optimizing cash outflow timing.
• Performed monthly reconciliation of accounts payable balances to the general ledger.
• Ensured seamless, error-free data synchronization between Bill.com and QuickBooks Online.
• Maintained complete and up-to-date vendor records, W-9 collection, and payment methods.

The Results Achieved

• Eliminated manual bookkeeping data entry for vendor bills, saving 12+ hours monthly.
• Improved payment accuracy and eradicated late fees through automated scheduling.
• Established a secure, audit-ready record of all vendor communications and bill approvals.
• Provided leadership with clear visibility into upcoming cash requirements via AP aging reports.