Accounts Payable Services for US Businesses Every Bill Coded, Approved and Paid on Time
Accounts payable services that take bills off your desk without taking control out of your hands. We capture, code and match every invoice, you approve, and payments go out on a schedule you set.
- You release paymentsWe prepare, you approve
- Fraud checks built inCall back on bank changes
- 1099 readyW-9 at vendor setup
Big Accountants provides accounts payable services to US businesses that want bills paid accurately and on time, with controls that hold up to an audit. We run the full cycle from invoice receipt to payment and reconciliation inside your accounting software.
Outsourced accounts payable works best when the roles are clear. Our team prepares every bill and payment run, you or your approver release the money, and nothing changes in a vendor’s bank details without independent verification. You keep control of cash. We handle the volume.
- Invoices captured from one AP inbox
- Coded to the right account and class
- Matched to purchase orders and receipts
- Payment runs prepared for your approval
- Vendor statements reconciled monthly
Why Accounts Payable Needs Strong Controls
Payables is where business money leaves the building, which makes it the first target for fraud. The numbers from US authorities and treasury professionals are clear.
What Our Accounts Payable Services Include
Take the full cycle or only the steps your team cannot keep up with. Scope is written into your engagement letter before work starts.
Invoice capture
One AP inbox, every bill logged the day it arrives.
Coding and entry
Bills coded to the right account, class and location.
PO and receipt matching
Two or three way matching before anything is approved.
Approval workflow
Approval limits by amount, vendor or department.
Payment runs
Weekly or twice monthly runs prepared for your release.
Vendor onboarding
W-9, bank details and terms verified at setup.
Statement reconciliation
Vendor statements matched to your ledger each month.
AP aging and cash planning
What is due and when, so cash is never a surprise.
How Our Accounts Payable Process Works
A simple weekly rhythm. Your approver spends minutes, not hours, and every step leaves an audit trail.
Capture
Vendors send bills to one AP inbox. We log each invoice and flag duplicates on arrival.
Code and match
Bills are coded and matched to purchase orders and receipts where you use them.
Approve
Your approvers review a short list, with support attached, inside your own system.
Pay and reconcile
You release the payment run. We record it, reconcile the bank and update AP aging.
Payments always leave from your own bank account, released by you. We never hold or move client funds.
Accounts Payable Outsourcing With Fraud Controls Built In
Most payables fraud succeeds because one person can change a vendor, approve a bill and send the money. Our process separates those steps by design, so no single person, ours or yours, controls the whole chain.
Every change to vendor bank details is confirmed by phone using contact details already on file, never the number in the email asking for the change. It is the simplest defense against the vendor impersonation and email compromise schemes behind the losses above.
- Segregation of dutiesWe prepare, you approve and release
- Call back verificationFor every vendor bank detail change
- Duplicate invoice checksVendor, amount and invoice number
- Approval limitsSet by amount, vendor or department
- Full audit trailEvery bill, approval and payment logged
Accounts Payable and Form 1099 Reporting
Year end 1099 reporting is only as good as the vendor records behind it. We collect a Form W-9 when each vendor is set up and track reportable payments through the year, so the data is ready in January.
For tax years beginning after 2025, the IRS reporting threshold for Form 1099-NEC rose to $2,000, and it may be adjusted for inflation from 2027. Forms must be furnished to payees and filed with the IRS by January 31, according to the IRS Instructions for Forms 1099-MISC and 1099-NEC.
- W-9 collected at vendor setup
- Reportable vendors flagged in your software
- Payments tracked all year
- 1099 data reviewed before January
General information, not tax advice. Your tax preparer can confirm which payments are reportable for your business.
In House AP vs Outsourced Accounts Payable
Software speeds up payables. People and process are what make it accurate and safe.
| Factor | In house AP clerk | AP software alone | Big Accountants |
|---|---|---|---|
| Who does the work | One employee | Your team, with automation | A dedicated AP team |
| Segregation of duties | Hard with one person | Depends on your setup | Built into the process |
| Bank change verification | Often informal | Not included | Call back on every change |
| Holidays and turnover | Bills pile up | Bills pile up | Team based cover |
| Cost | Salary, benefits and payroll tax | Subscription plus staff time | Competitive fixed monthly fee, hourly or per task |
Accounts Payable Services Pricing
Price depends on monthly bill volume, the number of vendors and approvers, matching requirements and payment frequency. Every quote is fixed in writing after a free call, and our pricing is competitive.
Predictable monthly cost
The full AP cycle for an agreed fee, reviewed only when your volume changes.
Flexible capacity
Suited to seasonal peaks or clearing an invoice backlog.
Defined deliverables
A set price for work such as a vendor cleanup or 1099 preparation.
Industries and Software We Support
Our AP team works with US businesses in these sectors, inside the accounting platforms they already use.
- Ecommerce
- Healthcare
- Retail
- Wholesale
- Manufacturing
- Restaurants
- Construction and contractors
- Real estate and property management
- Accounting firms
- QuickBooks Online
- QuickBooks Desktop
- Xero
- Zoho Books
More Ways We Support Your Finance Team
Outsourced bookkeeping
A full team closing your books every month.
Accounts receivable
Invoicing, payment posting and collections follow up.
Catch up bookkeeping
Overdue months rebuilt and reconciled.
Virtual bookkeeping
Fully online bookkeeping with reviewed reports.
See all our accounting and bookkeeping services for US businesses.
Accounts Payable Services FAQs
What do accounts payable services include?
Accounts payable services cover the cycle from receiving a vendor bill to paying it: invoice capture, coding, matching to purchase orders and receipts, approval routing, payment run preparation, vendor setup, statement reconciliation and AP aging reports.
Do you make payments from our bank account?
No. We prepare payment runs for your approval, and you or your authorized approver release the payments from your own bank account. We never hold or move client funds.
How do you prevent accounts payable fraud?
We separate preparation from approval and payment, verify every vendor bank detail change by calling a number already on file, check for duplicate invoices and keep a full audit trail of every bill and approval.
How much does accounts payable outsourcing cost?
Cost depends on bill volume, the number of vendors and approvers, matching requirements and payment frequency. We offer a competitive fixed monthly fee, hourly billing or per task pricing, quoted in writing after a free call.
Can you work with our purchase orders?
Yes. Where you use purchase orders, we match each bill to the purchase order and receiving record before it goes for approval, and send any differences back to you or the vendor.
Do you handle Form 1099 reporting?
Yes. We collect Form W-9 from vendors at setup and track reportable payments through the year, so 1099 information is ready before the January 31 deadline.
Which accounting software do you use for AP?
We work in QuickBooks Online, QuickBooks Desktop, Xero and Zoho Books, using the bill and approval features already in your system.
Can you clear an invoice backlog first?
Yes. We can enter and reconcile a backlog of unpaid or unrecorded bills, confirm balances with vendors, then move you onto a regular weekly payment cycle.
Pay Every Bill on Time, Without the Paper Chase
Tell us your monthly bill volume, approvers and software. We will recommend an AP workflow and send a clear written quote.