Accounts Payable Job Description: Templates, Duties, Skills, and KPIs

Use these copy-paste templates to post your accounts payable job description today. Each template includes responsibilities, qualifications, tools, and KPIs so you can hire confidently and measure performance from day one.

Accounts Payable Job Description Templates (Copy-Paste)

Customize the level, reporting line, tools, and work model to fit your organization. If you’re unsure which role to hire first, see “When to Hire a Clerk vs Specialist vs Manager” for volume and complexity guidance.

Accounts Payable Clerk / Officer — Job Description Template

Summary: The Accounts Payable (AP) Clerk/Officer processes invoices, supports vendor payments, and maintains accurate financial records aligned with company policies and internal controls.

• Responsibilities
• Receive and code invoices accurately; route for approval.
• Perform 2-way/3-way match for PO invoices and resolve basic discrepancies.
• Enter invoices into the ERP/AP system and maintain vendor files.
• Prepare payment runs (ACH/wire/check/virtual card) and obtain approvals.
• Reconcile AP subledger to the general ledger and assist month-end close.
• Respond to routine vendor inquiries and support statement reconciliation.
• Monitor due dates to avoid late fees and capture early-payment discounts.
• Qualifications
• 1–2 years of AP or accounting experience (internships acceptable).
• Basic understanding of debits/credits and accruals.
• Accuracy and attention to detail; able to handle confidential data.
• Proficiency with spreadsheets and AP/ERP data entry.
• Strong communication and time management.
• High school diploma or equivalent; associate degree preferred.
• Familiarity with 3-way matching and invoice approval workflows.
• Reporting line
• Reports to: AP Supervisor, AP Manager, or Controller.
• No direct reports.
• Tools
• Experience with one or more: QuickBooks, Xero, Sage Intacct, NetSuite, Microsoft Dynamics 365; AP tools like Bill.com, Stampli, Tipalti (or equivalent).
• KPIs
• Invoice entry accuracy rate (target: 99%+).
• Average invoice entry-to-approval time (target: 2–4 business days).
• Invoices processed per month (volume appropriate to business size).
• On-time payment rate (target: 98%+).
• Number of vendor discrepancies resolved per month.

Accounts Payable Specialist — Job Description Template

Summary: The AP Specialist owns end-to-end invoice processing, complex reconciliations, vendor escalations, and compliance tasks (e.g., W-9/1099), while improving process efficiency and controls.

• Responsibilities
• Execute 3-way match on PO invoices; investigate price/quantity variances.
• Reconcile vendor statements monthly and resolve aged items.
• Prepare and review payment runs; ensure proper approvals and segregation of duties.
• Maintain vendor master data, including tax documentation (W-9/W-8); support 1099 reporting.
• Monitor AP inbox and resolve escalated vendor issues professionally.
• Assist with month-end accruals, AP aging analysis, and cash forecast inputs.
• Support AP automation/OCR tools and document standard operating procedures.
• Qualifications
• 3–5 years of AP/procure-to-pay experience with ERP/AP automation.
• Solid knowledge of 3-way match, accruals, and basic tax/compliance requirements.
• Analytical skills to reconcile high-volume accounts and identify root causes.
• Strong Excel skills (lookups, pivots) and data integrity focus.
• Certifications a plus: APM (AAT), CAPA, APPM, or similar.
• Associate or bachelor’s in accounting/finance preferred, or equivalent experience.
• Reporting line
• Reports to: AP Manager or Controller.
• May mentor clerks or temporary staff.
• Tools
• ERP experience (e.g., NetSuite, SAP, Oracle, Dynamics 365, Sage Intacct) and AP automation (e.g., Coupa, Tipalti, Bill.com, Ariba, Medius, MineralTree, Yooz, Stampli) or equivalent.
• KPIs
• First-pass match rate (target: 85–95% with automation).
• Invoice cycle time (receipt to ready-to-pay; target: 3–5 business days).
• Statement reconciliation timeliness (target: 100% monthly).
• Cost per invoice (trend down; benchmark varies by automation level).
• Aged AP > 60 days (minimize avoidable aging).

Accounts Payable Manager — Job Description Template

Summary: The AP Manager leads the AP function, owning team performance, cash-flow friendly payment strategies, SOX-style controls, vendor relationships, and continuous improvement across procure-to-pay.

• Responsibilities
• Lead and coach the AP team; set SLAs, KPIs, and quality standards.
• Own policy, internal controls, and compliance (e.g., approval matrices, SoD, W-9/1099).
• Optimize working capital (payment terms, early-pay discounts, virtual card rebates).
• Oversee AP close, reconciliations, and audit requests; partner with Controllers/FP&A.
• Implement and enhance ERP/AP automation; drive process standardization and documentation.
• Manage vendor escalations and strategic supplier relationships.
• Monitor fraud risks (business email compromise, duplicate payments) and implement prevention controls.
• Qualifications
• 7+ years in AP/P2P with 2+ years in leadership.
• Deep knowledge of AP controls, compliance, and audit requirements.
• Track record implementing automation and reducing cycle time/cost per invoice.
• Strong stakeholder management and change leadership.
• Bachelor’s in accounting/finance or equivalent experience; relevant certifications valued.
• Reporting line
• Reports to: Controller, Director of Accounting, or CFO.
• Direct reports: AP clerks/specialists and/or AP supervisor.
• Tools
• Expertise with enterprise ERPs (SAP, Oracle, NetSuite, Dynamics 365) and AP suites (Coupa, Ariba, Tipalti, Basware, Medius) and banking portals (positive pay, ACH/wire).
• KPIs
• Invoice cycle time (target: 2–4 business days at scale).
• Cost per invoice (continuous reduction; align to benchmark quartiles).
• On-time payment rate and discount capture (e.g., >98% on-time; maximize discount yield).
• Duplicate/exception rate (target: <0.5%).
• Team productivity (invoices per FTE; improves with automation).

How to Write an Accounts Payable Job Description (Step-by-Step)

A clear accounts payable job description improves applicant quality and shortens time-to-hire. Use these steps to tailor scope, tools, and KPIs to your business and set measurable expectations.

1) Define scope and level

Clarify whether you need transactional support (clerk), process ownership (specialist), or leadership and controls (manager). Estimate monthly invoice volume, PO usage, and vendor count to right-size the role. For example, a 700-invoice/month workload with PO matching often needs a specialist; a 3,000+ invoice/month multi-entity environment usually needs a manager. State who the role reports to and whether there are direct reports to establish structure upfront.

2) List core responsibilities tied to outcomes

Responsibilities should connect to measurable outcomes and controls. Instead of “process invoices,” write “achieve a 3–5 day invoice cycle time via timely coding, approvals, and exception resolution.” Include PO matching, statement reconciliations, vendor management, payment runs, accruals, and audit support so candidates see the full scope. Close with a catch-all like “other duties,” but keep 7–9 bulleted items for clarity.

3) Specify skills, education, and certifications

Separate must-haves from nice-to-haves to avoid over-screening. Must-haves might include 3-way match knowledge, accuracy, and ERP familiarity; nice-to-haves could include certifications (CAPA, AAT/APM, IOFM’s APM/APA). Note that a degree is helpful but not always required for clerk/specialist roles. Tie skills to outcomes, e.g., “advanced Excel for reconciliation and variance analysis,” to make expectations concrete.

4) Note tools/ERP experience and 'or equivalent' phrasing

Avoid over-filtering good candidates by naming your stack plus “or equivalent.” Example: “Experience with NetSuite (or equivalent ERP) and AP automation (e.g., Coupa, Tipalti, Bill.com).” If you plan to implement automation, say so and value change-management experience to attract builders as well as operators.

5) Add compliance and internal control responsibilities

Include vendor master governance, W-9/W-8 collection, 1099 preparation (US), VAT/GST invoice requirements, approval matrices, segregation of duties, and fraud prevention checks. Reference audit support and documentation so candidates understand control expectations. This mitigates risk and signals maturity to auditors and leadership.

6) Include KPIs and performance expectations

Publish 4–6 KPIs aligned to level and volume (e.g., cycle time, first-pass match rate, on-time payment rate, exception rate, discount capture). Set realistic targets and state how they’re measured (system reports, month-end dashboards). Doing so clarifies success criteria and speeds onboarding.

7) Align benefits, work model (onsite/remote), and growth path

State onsite/hybrid/remote expectations, time zone coverage, and secure-payment protocols for remote work. Add growth paths (clerk → specialist → senior → manager) and training/certifications you’ll support to boost conversion. This helps candidates self-select and aligns expectations early.

Accounts Payable Roles and Responsibilities

Use this concise accounts payable responsibilities list in your JD. It covers the essential actions that drive accurate posting, control adherence, and on-time payments.

1. Receive, code, and route invoices for approval.
2. Perform 2-way/3-way PO matching and resolve discrepancies.
3. Maintain accurate vendor master data and tax documentation.
4. Reconcile vendor statements and AP subledger to GL.
5. Prepare and execute approved payment runs securely.
6. Monitor due dates to ensure on-time payments and discount capture.
7. Support month-end close, accruals, and audits.

Required Skills and Qualifications

The best AP hires blend accuracy, systems fluency, and vendor savvy. For entry-level, emphasize meticulous data entry and learning agility; for senior roles, emphasize controls and process improvement.

• Hard skills: 3-way matching, reconciliations, basic accruals, Excel (lookups/pivots), ERP/AP automation, payment processing.
• Soft skills: attention to detail, communication with vendors, prioritization under deadlines, problem-solving.
• Education: diploma/associate for clerk; bachelor’s preferred for specialist/manager; degree not strictly required with equivalent experience.
• Certifications (nice-to-have): CAPA, IOFM’s APM/APA, AAT (APM), CAPP, or regional equivalents.
• Compliance awareness: W-9/W-8, 1099 (US), VAT/GST invoice rules, segregation of duties, audit readiness.

Tools and Technology (ERPs, AP Automation, Banking)

Modern AP runs on ERPs plus automation and secure payments. Name what you use and allow “or equivalent” to widen the pool and attract adaptable candidates.

• ERPs: NetSuite, SAP, Oracle, Microsoft Dynamics 365, Sage Intacct, QuickBooks, Xero.
• AP automation/OCR: Coupa, Ariba, Tipalti, Bill.com, Medius, MineralTree, Yooz, Stampli (or equivalent).
• IDP/RPA: ABBYY, Kofax, UiPath for capture and workflow.
• Banking: ACH/wire portals, positive pay, virtual cards, payment hubs.
• Phrase it like: “Experience with NetSuite and Coupa (or equivalent ERP/AP automation).”

Compliance and Internal Controls in AP

Strong AP job descriptions include explicit control responsibilities. This reduces fraud risk and simplifies audits while clarifying ownership from day one.

• Core controls: 3-way match for PO invoices; approval matrix and dollar thresholds; segregation of duties (invoice entry vs approval vs payment release); vendor master governance and periodic reviews.
• Regional compliance:
• US: Collect W-9/W-8BEN; support 1099-NEC/MISC; IRS TIN matching; OFAC/sanctions awareness.
• EU/UK: VAT-compliant invoices (supplier VAT ID, tax point); reverse-charge notes where applicable.
• AU/NZ: GST-compliant tax invoices; BAS support and ABN checks.
• Fraud prevention: positive pay, callback verification for bank changes, duplicate payment detection, and least-privilege user access.
• Audit readiness: document SOPs, maintain evidence of approvals, and retain invoice/payment records per policy.

KPIs for Accounts Payable Roles

KPIs align daily work to outcomes. Targets vary by automation and complexity; calibrate after 1–2 months of baseline data to set fair expectations.

• Clerk/Officer
• Invoice entry accuracy rate (≥99%).
• Average time from receipt to entry (same day or next business day).
• On-time payment rate (≥98%).
• Exceptions returned due to data entry errors (trend down).
• Specialist
• First-pass match rate (≥85–95% depending on automation).
• Invoice cycle time (3–5 business days to ready-to-pay).
• Vendor statement reconciliation completion (100% monthly).
• Aged AP >60 days (minimize avoidable items).
• Cost per invoice (reduce quarter over quarter).
• Manager
• Overall cycle time (target 2–4 business days with mature automation).
• Cost per invoice (improve toward top-quartile benchmarks).
• Discount capture rate and payment term optimization.
• Duplicate/exception rate (<0.5%).
• Invoices processed per FTE (improve as automation scales).

Note: Industry studies (APQC, Hackett Group) show wide variation; automation typically reduces cost per invoice and cycle time materially. Cite your benchmark source in internal dashboards.

A Day in the Life by Role

Realistic day-in-the-life views help candidates self-select and set expectations. Use these snapshots to preview pace, stakeholders, and controls.

Clerk / Officer: Daily workflow

Start by clearing the AP inbox and mail, coding invoices, and routing them for approval. Enter approved invoices into the ERP, perform basic 3-way matches, and flag discrepancies. Prepare the payment batch list for review and answer routine vendor status inquiries. Close the day by reconciling entered invoices against the day’s receipts and updating trackers.

Specialist: Daily workflow

Review exception queues from the AP automation tool and resolve price/quantity mismatches. Complete vendor statement reconciliations, prepare weekly payment runs, and verify bank detail changes via callback procedures. Collaborate with purchasing to fix PO issues and with accounting to book accruals. Track KPIs like first-pass match rate and cycle time.

Manager: Daily workflow

Kick off with KPI review (cycle time, exceptions, on-time payments) and approve escalated invoices or payment batches per SoD rules. Meet with procurement to optimize terms and with IT/finance to advance automation projects. Triage vendor escalations, oversee close tasks, and coach the team. End the day ensuring audit trails and controls are operating effectively.

Salary Ranges and Career Path (By Level and Region)

Use market data to set competitive ranges and communicate progression. Ranges vary by city, industry, and automation level, so calibrate to your local benchmarks.

• United States (base salary; typical ranges)
• AP Clerk/Officer: $40,000–$58,000.
• AP Specialist/Senior: $50,000–$75,000.
• AP Manager: $75,000–$115,000+.
• Sources: Robert Half Salary Guide (2024/2025), Payscale, Glassdoor.
• United Kingdom
• AP Clerk/Officer: £24,000–£32,000.
• AP Specialist/Senior: £30,000–£45,000.
• AP Manager: £50,000–£70,000+.
• Sources: Hays Salary Guide, Reed, Payscale UK.
• Australia
• AP Officer: A$60,000–A$85,000.
• AP Specialist/Senior: A$75,000–A$100,000.
• AP Manager: A$110,000–A$150,000+.
• Sources: Hays Salary Guide AU, SEEK, Payscale AU.

Career path: AP Clerk → AP Specialist/Senior → AP Supervisor → AP Manager → P2P Manager/Shared Services Lead. Last updated: 2025-11-28. Always validate with current local guides.

When to Hire a Clerk vs Specialist vs Manager

Match role to volume, complexity, and systems maturity. Use the signals below to make a confident, cost-effective hire.

• Hire a Clerk/Officer when
• Monthly invoices: up to ~500–700; straightforward vendors; limited PO use.
• Tools: basic ERP/accounting system; early-stage automation.
• Goal: accurate processing and on-time payments.
• Hire a Specialist when
• Monthly invoices: ~700–2,000; significant PO usage; growing vendor base.
• Needs: 3-way match expertise, reconciliations, 1099/VAT support, exception handling.
• Goal: reduce cycle time and exceptions; improve controls.
• Hire a Manager when
• Monthly invoices: 2,000+; multi-entity/foreign subsidiaries; audits and tight close.
• Needs: team leadership, SOX-style controls, automation rollout, cash optimization.
• Goal: scalable process, KPIs, and working capital impact.

Signal readiness: If leaders spend time approving ad-hoc payments, vendors escalate often, or audits uncover control gaps, you’re ready for a manager.

Interview Questions and Evaluation Rubric

Ask competency-based questions and score consistently. Align difficulty to the level you’re hiring to ensure fair, apples-to-apples comparisons.

• Interview questions
• Walk me through your 3-way match process for a price variance.
• How do you reconcile a vendor statement with missing credits?
• Describe a time you reduced invoice cycle time—what changed?
• How do you prevent duplicate payments in your workflow?
• What’s your approach to collecting W-9s and preparing 1099s?
• Tell me about implementing or using an AP automation tool—what KPIs improved?
• How do you handle a vendor requesting urgent payment outside normal terms?
• For managers: How do you design SoD and approval matrices in AP?
• Evaluation rubric (score 1–5 each) 1) Technical knowledge (3-way match, reconciliations, accruals). 2) Controls and compliance (SoD, W-9/1099, VAT/GST, audit documentation). 3) Systems and automation (ERP/AP tools, data accuracy). 4) Problem-solving and vendor communication (escalation handling). 5) Results orientation (KPIs, continuous improvement examples).

Calibrate bar by level: clerks focus on accuracy and basics; specialists on reconciliation and exceptions; managers on leadership, controls, and change.

FAQs

• What does an accounts payable officer do daily?
• Processes and matches invoices, routes approvals, prepares payment runs, reconciles vendor statements, and responds to vendor inquiries while maintaining accuracy and on-time payments.
• Is a degree required for accounts payable roles?
• Not always. Clerks and many specialists can qualify with experience and certifications; managers often prefer a bachelor’s in accounting/finance but equivalent experience can suffice. Check local norms via recognized guides.
• What is 3-way matching in accounts payable?
• Verifying that the PO, goods receipt, and supplier invoice align on quantity, price, and terms before posting and paying. This prevents overpayment and fraud.
• Accounts payable vs accounts receivable—what’s the difference?
• AP manages money going out (supplier invoices and payments). AR manages money coming in (customer invoices and collections). Both require accurate posting and reconciliations but opposite cash flows.
• Which certifications are best for AP?
• Common options: CAPA, IOFM APM/APA, AAT (APM), and region-specific credentials. List as “preferred” rather than required unless mandated.
• How many invoices per month justify hiring an AP specialist or manager?
• Rough rule: specialist at ~700–2,000 invoices/month with PO usage; manager above ~2,000/month or when multi-entity, audits, and automation programs require leadership. Adjust for complexity and tools.
• What KPIs should appear in an AP job description?
• Cycle time, first-pass match rate, on-time payment rate, exception/duplicate rate, cost per invoice, and discount capture. Tailor targets to your automation level.
• How do remote or hybrid models change AP controls?
• Require secure VPN/SASE, MFA for banking, SoD in workflows, callback verification for bank changes, and auditable e-approvals. Include these expectations in the JD.
• How should a small business customize an AP job description vs an enterprise?
• SMB: broader responsibilities, fewer systems, emphasize accuracy and vendor communication. Enterprise: role specialization, stronger control language, and ERP/AP automation experience.
• How do I phrase ERP/AP automation requirements without excluding strong candidates?
• “Experience with [Your ERP/AP tool] or equivalent; proven ability to learn new systems quickly.” Add examples: “NetSuite, SAP, Oracle, Dynamics 365; Coupa, Tipalti, Bill.com.”
• What compliance responsibilities should appear in an AP JD (W-9/1099, VAT/GST)?
• Include vendor tax form collection (W-9/W-8), 1099 prep (US), VAT/GST invoice compliance (EU/UK/AU), approval matrices, SoD, duplicate payment prevention, and audit support.
• What are common AP fraud risks and how can a JD reflect controls?
• Risks: business email compromise, vendor bank detail fraud, duplicate invoices. Reflect controls: callback verification, positive pay, SoD, approval workflows, and anomaly reporting.

Sources for salary and benchmarks: Robert Half Salary Guides (US/UK/AU), Hays Salary Guides, Payscale, Glassdoor, APQC and The Hackett Group benchmarking studies.