Accounts Payable Automation with BILL

Project Overview

We worked with a fast-growing creative design studio that was struggling with a bottleneck in 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 to streamline invoice ingestion, build a clear approval workflow, schedule approved payments, and synchronize activity with the primary accounting system.

Our Key Responsibilities

• Designed and implemented custom BILL 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.
• Reviewed data synchronization between BILL and QuickBooks Online and resolved identified differences.
• Maintained complete and up-to-date vendor records, W-9 collection, and payment methods.

The Results Achieved

• Reduced manual bookkeeping data entry for vendor bills, with the client reporting more than 12 hours saved in a typical month.
• Improved payment scheduling and reduced late-payment risk during the engagement.
• Established an organized record of vendor communications and bill approvals for review.
• Provided leadership with clear visibility into upcoming cash requirements via AP aging reports.

This is a self-published, anonymized work example. Results are based on the records and scope available for one engagement and have not been independently audited. Outcomes vary with transaction volume, source-data quality, systems, client responsiveness, and scope.