What is Accounts Payable?
The department and process responsible for managing money your organization owes to vendors and suppliers.
Quick Definition
Accounts Payable (AP) refers to the money a company owes to its vendors for goods or services received but not yet paid for. It also refers to the department or team responsible for processing these payments.
- Appears as a liability on the balance sheet
- Represents short-term debt to suppliers
- Critical for cash flow management
Understanding Accounts Payable
Accounts payable is one of the most fundamental concepts in business finance. At its core, AP represents the obligations your company has to pay vendors for products or services that have been delivered but not yet paid for. Think of it as an IOU to your suppliers.
When a company receives an invoice from a vendor, that amount is recorded as an accounts payable entry. The invoice sits in AP until it's paid, at which point the liability is removed from the books. This cycle happens thousands of times per month in most organizations.
The term "accounts payable" has a dual meaning in business. It refers to both:
- The accounting entry — the liability recorded when you owe money to a vendor
- The department — the team responsible for processing vendor invoices and payments
Understanding this distinction is important because when people talk about "improving AP," they might mean optimizing the payment timing (the accounting side) or streamlining the invoice processing workflow (the operational side).
Key Components of Accounts Payable
Invoice Processing
Receiving, validating, and recording vendor invoices in the accounting system. This includes data capture, matching, and coding.
Approval Workflow
Routing invoices to the appropriate approvers based on amount, department, vendor, or expense type before payment.
Payment Execution
Scheduling and executing payments via check, ACH, wire, or virtual card based on payment terms and cash strategy.
Vendor Management
Maintaining vendor master data, handling inquiries, resolving disputes, and managing supplier relationships.
Why Accounts Payable Matters
Average annual AP fraud loss per organization
Average cost to process a single invoice manually
Average invoice processing time without automation
Efficient AP operations directly impact cash flow, vendor relationships, and the bottom line. Poor AP management leads to late payment penalties, missed early payment discounts, strained vendor relationships, and increased fraud risk.
The Accounts Payable Process
Invoice Receipt
Vendor invoices arrive via email, mail, portal, or EDI. They enter the AP queue for processing.
Data Capture
Invoice data is extracted manually or through OCR/AI. Key fields include vendor, amount, date, and line items.
Validation & Matching
Invoice is validated against PO and receiving documents (3-way match). Discrepancies are flagged for review.
GL Coding
Expenses are coded to the appropriate general ledger accounts, cost centers, and projects.
Approval Routing
Invoice routes to approvers based on amount thresholds, department, or expense type.
Payment Scheduling
Approved invoices are scheduled for payment based on due dates and cash flow priorities.
Payment Execution
Payments are executed via the appropriate method (check, ACH, wire, card) and recorded.
Accounts Payable Best Practices
Implement Strong Controls
Enforce segregation of duties, approval thresholds, and dual authorization for large payments.
Optimize Payment Timing
Capture early payment discounts when cash allows, but avoid paying before necessary.
Track Key Metrics
Monitor DPO, cost per invoice, processing time, and exception rates to identify improvements.
Centralize AP Operations
Consolidate AP across locations for better visibility, control, and efficiency.
Automate Where Possible
Use AP automation for invoice capture, matching, and approvals to reduce manual work.
Common AP Mistakes to Avoid
- ×Duplicate payments — Paying the same invoice twice due to poor tracking or different formats
- ×Missing discounts — Failing to pay within discount terms (2/10 net 30 = 36% APR savings)
- ×Weak vendor verification — Not validating new vendors or banking changes, enabling fraud
- ×Poor documentation — Insufficient audit trails and supporting documents
Related Terms
Accounts Receivable
Money owed to your company by customers
Invoice
A document requesting payment for goods or services
Purchase Order
A document authorizing a purchase from a vendor
Vendor
A company that sells goods or services to your organization
Three-Way Match
Matching invoice, PO, and receipt before payment
Days Payable Outstanding
Average days to pay vendor invoices