AP Specialist Team (2022 - Present)
Intro Paragraph
Challenge
When we began supporting Western Veterinary Partners, the AP process was facing several challenges:
● 5,000+ vendor bills received weekly across 350+ clinics.
● Need to meet tight deadlines for weekly payment runs.
● Lack of tracking between bill receipt, entry, and vendor statement reconciliation.
● Manual processes leading to duplicate, missing, or misclassified bills.
● No systematic GL coding, which impacted the accuracy of financial breakdowns.
● Difficulty handling vendor credits, prepayments, and accurate cost categorization.
These issues created risks in vendor relations, compliance, and financial reporting accuracy.
Key Contributions & Solutions
● Reconciliation Framework: Built a spreadsheet-driven reconciliation process that ensures every bill is accounted for from inbox to entry. ● Dual Verification System: After bills are recorded in Sage Intacct, a bill register is exported and reconciled with the intake sheet to ensure accuracy and completeness. ● Vendor Statement Reconciliation: At month-end, we reconcile vendor statements against the books and reach out for any missing invoices. ● GL Categorization: Every bill is accurately coded to the correct GL account – fixed assets, taxes, inventory, shipping, other direct costs, etc. – enabling clean financial reporting. ● Prepayments & Credits: Prepaid expenses and vendor credits are properly recorded and applied to ensure accurate accruals and reduce overpayments. ● Payment-Ready Workflow: Streamlined the entire AP cycle to align with Thursday payment runs – ensuring clean approvals, data accuracy, and readiness.
Results
Our AP management process delivered significant operational and financial improvements:
● Improved AP Accuracy to 95%+ through reconciliation and dual-check workflows.
● Zero Duplicates or Missed Bills with full bill-tracking and monthly vendor follow-up.
● GL Clarity achieved through consistent categorization – supporting more accurate financial breakdowns.
● Faster Month-End Close due to clean vendor statements and prepayment handling.
● On-Time Weekly Payment Cycles Maintained despite high volume and complexity.
Key Skills & Tools
● High-Volume Accounts Payable Management
● Vendor Reconciliation & Communication &
● GL Coding & Financial Categorization &
● Prepayment & Vendor Credit Handling &
● Payment Workflow Coordination &
● Process Optimization