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Home/QuickBooks/Accounts Payable
QuickBooks · Accounts Payable

Accounts payable managed
so vendors get paid right.

End-to-end accounts payable in QuickBooks — invoice capture, three-way PO matching, vendor master management, payment scheduling, and AP ageing reporting. Duplicate payments eliminated. Vendor relationships protected.

Talk to us →All QB services

What Our AP Service Covers

Every stage of the AP lifecycle managed inside QuickBooks. From invoice receipt to payment confirmation.

📥
Invoice Processing & Entry
Vendor invoices received, reviewed, and entered into QuickBooks against the correct vendor, account, and cost centre. PDF, email, and EDI formats handled.
🔄
Three-Way PO Matching
Invoice matched against purchase order and goods receipt before entry. Discrepancies flagged to the approver. Duplicate invoices caught before payment.
👥
Vendor Master Management
Vendor records maintained in QuickBooks — contact details, payment terms, bank details, and 1099/TDS status kept current. Onboarding new vendors handled.
💳
Payment Scheduling & Processing
Payment runs scheduled weekly or twice monthly. ACH, wire, cheque, and virtual card payments prepared and submitted for your approval before execution.
📊
AP Ageing Report
Weekly AP ageing delivered — what is due, what is overdue, and what has early-payment discount windows. No bills paid late by accident.
✅
Month-End AP Reconciliation
AP subledger reconciled to the general ledger at month end. Accruals posted for invoices received but not yet processed.

Advantages of Outsourcing AP to Khetanca

AP errors cost money twice — once in the duplicate payment, and again in the time spent recovering it.

🚫
Duplicate Payments Eliminated
Three-way matching and vendor master discipline means duplicates are caught before they hit the bank — not discovered in a vendor dispute three months later.
⏰
Vendors Paid On Time
Payment calendar managed proactively. Early-payment discounts captured. Late fees avoided. Vendor relationships do not deteriorate because of internal process failures.
📉
Reduced Processing Cost
Per-invoice processing cost falls significantly when AP is done systematically rather than ad hoc. Less time per invoice, fewer errors to correct.
🔍
Full Audit Trail
Every invoice, every approval, every payment recorded in QuickBooks with supporting documents attached. Audit-ready without a separate exercise.
🔒
Fraud Prevention
Vendor master changes reviewed before updating. Payment runs require your approval before execution. Segregation of duties built into the process.
📈
Cash Flow Visibility
AP ageing gives you a 30, 60, 90-day view of outgoing cash — integrated with the cash flow forecast if you are on our FP&A service.

How It Works

From first call to clean books — no disruption, no guesswork.

01
AP Process Review
We review your current AP workflow — how invoices arrive, how they are approved, and how payments are made. We identify gaps and agree the new process.
02
QuickBooks AP Setup
Vendor master reviewed and cleaned. Bill entry workflow configured. Approval thresholds agreed. Payment run schedule set.
03
Parallel Run
First two weeks run in parallel with your existing process. We process the same invoices and compare — catches any setup issues before full handover.
04
Full AP Management
Full AP management handed over. Weekly payment run prepared, submitted for your approval, and executed. Monthly ageing delivered. Month-end reconciliation included.

Frequently Asked Questions

Do I still approve payments?+
Yes. We prepare the payment run and submit it to you for approval before any payments are executed. You maintain control — we handle the preparation, matching, and scheduling.
How do you receive vendor invoices?+
We set up a dedicated email address for vendor invoices. Vendors email to that address. We can also process invoices forwarded from your existing inbox or received via your AP email.
Do you handle GST, VAT, or sales tax on vendor invoices?+
Yes. Tax codes applied correctly at invoice entry based on vendor type, expense category, and jurisdiction. Consistent with how your bookkeeping is set up.
What if a vendor disputes a payment?+
We maintain a full record of every invoice, PO, goods receipt, and payment. Disputes resolved using documentation — not memory. We handle vendor queries directly.
Can you manage AP for multiple entities?+
Yes. Multi-entity AP managed across a shared vendor master with intercompany payables tracked separately. Consolidated AP ageing available.
Do you integrate with procurement systems?+
We work with purchase orders raised in QuickBooks. For businesses with separate procurement systems, we map the PO data to QuickBooks format — usually via CSV import.
Related services

Everything connects.

📨
Accounts Receivable
Complete AR management — invoicing, collections, cash application, and AR ageing — paired with AP for a complete working capital picture.
Explore →📋
Monthly Bookkeeping
AP management plus full monthly bookkeeping — one team, one monthly close, one set of books.
Explore →📈
Financial Planning & Analysis
AP ageing feeds directly into cash flow forecasting. AP and FP&A managed together for accurate 13-week cash visibility.
Explore →
Get in touch

Tell us your
situation.

One conversation is usually enough to understand your setup and tell you honestly what we can fix, how long it takes, and what it costs. No obligation.

Phone & WhatsApp +91 94045 42550
Email piyush@khetanca.com
💬  WhatsApp us now

Send us a message