Accounts Payable Specialist VA
A senior accounts payable specialist who processes supplier invoices, matches them to purchase orders and receipts and runs accurate payment cycles, so vendors are paid on time, early-payment discounts are captured and nothing is paid twice.
- Top 1% vetted talent
- No lock-in contracts
- Replacement guarantee
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Hourly rates · No lock-in contracts
Description
An Accounts Payable Specialist VA manages supplier invoices, purchase order matching, payment runs and vendor records so bills are processed accurately and paid on time. They can also reconcile supplier statements, review expense claims and help identify duplicate invoices or suspicious payment changes. Outsource Teams provides top 1% vetted talent with accounts payable experience, no lock-in contracts and a replacement guarantee, with full-time and part-time hiring options available.
Responsibilities
- Process high volumes of supplier invoices with correct coding, tax treatment and approval routing.
- Perform three-way matching of invoices against purchase orders and goods receipts and resolve discrepancies with buyers.
- Prepare weekly payment runs by ACH, wire, card or cheque and obtain approvals before release.
- Reconcile supplier statements to the ledger and chase missing invoices or credit notes.
- Maintain the vendor master file, including onboarding, banking verification and W-9 or tax details.
- Manage the shared AP inbox and respond to supplier payment enquiries within agreed service levels.
- Review expense claims and corporate card transactions for policy compliance and correct coding.
- Track early-payment discount terms and schedule payments to capture them where cash allows.
- Prepare month-end AP accruals, ageing reports and the AP subledger reconciliation to the general ledger.
- Support 1099 reporting and annual audit requests for AP samples and confirmations.
Software & Tools
Requirements
- 5+ years in an accounts payable role handling several hundred invoices a month or more.
- Experienced with AP automation and ERP tools such as Bill.com, Tipalti, NetSuite, SAP or QuickBooks Online.
- Knowledge of three-way matching, accrual accounting and vendor tax documentation requirements.
- Accurate and fast with data entry and confident using Excel for reconciliations and ageing analysis.
- Good written and spoken English for daily supplier and internal communication.
- Alert to duplicate invoices, fraudulent bank change requests and other payment risks.
- Fast, reliable home internet with power backup, and able to work the client's business hours consistently.
Frequently Asked Questions
What can they manage?
They can process supplier invoices, match invoices to purchase orders and receipts, prepare payment runs, reconcile statements and manage supplier enquiries.
Can they help reduce payment errors?
Yes. They can investigate discrepancies, review coding and approvals, detect duplicate invoices and stay alert to fraudulent bank detail changes and other payment risks.
What systems can they use?
They can work with Xero, MYOB, QuickBooks, Dext, ApprovalMax, Microsoft Excel, Bill.com and Sage.
How experienced are the candidates?
Candidates are expected to have at least five years in accounts payable, including experience handling several hundred invoices per month or more.
How much does it cost?
Rates are listed in USD at $7 per hour for entry-level talent, $9 per hour for intermediate and $12 per hour for senior talent. Both full-time and part-time options are available.
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