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Accounts payable in Canada: how it runs
LedgerBPO's accounts payable outsourcing Canada businesses trust gives you a named, dedicated AP specialist who captures vendor bills, checks each supplier's GST/HST number for input tax credits and prepares payment runs in Plooto, Xero or QuickBooks Online for your approval and release. We never move money.
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What it covers
LedgerBPO's accounts payable outsourcing Canada businesses trust gives you a named, dedicated AP specialist who captures vendor bills, checks each supplier's GST/HST number for input tax credits and prepares payment runs in Plooto, Xero or QuickBooks Online for your approval and release. We never move money.
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What you get
Bills captured, coded, matched and approved inside your own tools
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How it runs
Payment runs prepared for you to approve and release; we never move money
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What you see
Vendor statements reconciled and early-pay discounts tracked
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A named accountant, a backup and a team lead
Inside your own software, on a fixed close calendar, with a reply from a person within 1 business day. Call +1-657-777-0006 or start a quote.
Get a custom quote 06 / 06
What is different in Canada
Accounts payable in Canada starts with the vendor's GST/HST number: without a valid number on the bill, the input tax credit cannot be claimed, so we check it before the bill is coded. GST and HST paid on purchases are generally recoverable as input tax credits, but provincial sales tax in British Columbia, Saskatchewan and Manitoba usually is not, so PST has to sit in the expense rather than a recoverable tax account. Payment runs commonly move through Plooto for pre-authorized debit and EFT payments, alongside Interac e-transfer for smaller vendors. Construction and trades businesses may need a subcontractor's WSIB or WCB clearance on file before releasing payment. Bills from US suppliers are coded and paid in US dollars where your bank account allows it.
CA rules that shape the work
GST/HST number required for input tax credits
A vendor bill needs a valid GST/HST registration number to support the input tax credit. We check the number before the bill is coded so credits are not lost at filing time.
PST is usually not recoverable
Unlike GST and HST, provincial sales tax paid in BC, Saskatchewan and Manitoba is generally not recoverable as an input tax credit, so it stays in the expense line.
Plooto for payment runs
Plooto pre-authorized debit and EFT payments are the most common way Canadian businesses pay vendors, alongside Interac e-transfer for smaller, one-off bills.
WSIB and WCB clearance
Construction and trades vendors are often asked for a current WSIB or WCB clearance certificate before payment is released, so subcontractors stay compliant with provincial workers compensation rules.
What's included
- Dedicated AP inbox monitored daily for emailed, portal and paper bills
- Bills captured through Bill.com, Dext, Hubdoc or your AP tool
- Every bill coded to account, class, job, location and entity
- Two-way or three-way match against purchase orders and receiving records
- Approval routing to the right approver by vendor, amount or department
- Duplicate, mismatched and out-of-policy bills flagged before approval
- Weekly payment-run proposal with due dates, discounts and cash needed
- Payment batches prepared in Bill.com, Melio, Plooto or your bank portal for your release
- Vendor statements reconciled to the AP ledger and differences chased
- Early-payment discounts and late-fee risks tracked per vendor
- AP aging and accrual report at month-end for the close
- Vendor payment-status questions answered under your brand
Deliverables and KPIs
| Deliverable | KPI we report |
|---|---|
| Bills captured and coded | Every bill in the queue within 1 business day, GST/HST number checked for ITC |
| Payment-run proposal | Weekly Plooto or EFT run prepared with due dates and cash needed, for your release |
| PST tracked separately | Non-recoverable PST kept out of input tax credit claims on every bill |
| Vendor compliance check | WSIB or WCB clearance on file for construction and trades vendors before payment |
CA software we work in
Pricing in CAD
Pricing depends on volume and scope. Get a custom quote within 1 business day. Quotes for Canada clients are issued in CAD.
Security and compliance
- The client approves and releases every payment; we never move money
- Preparer-only roles in Bill.com, Melio or Plooto; no bank credentials held by our team
- MFA on every login, access logged per user, vendor bank-detail changes verified by callback
Full control list on the security page and country rules on the compliance page. Certifications are listed only when held.
Frequently asked questions
How much does accounts payable outsourcing cost in Canada?
Pricing depends on volume and scope, so we send a custom quote within 1 business day. As a market reference, Canadian outsourced bookkeeping that includes AP runs C$300 to C$2,000 a month, with most small and medium businesses paying C$400 to C$800 (Outsource Bookkeeping CA, TheAccTaxCo, 2026). Bill volume and vendor count move the quote.
Do you file our GST/HST return or T2?
No. We check vendor GST/HST numbers and code input tax credits correctly as bills come in, but we do not file your GST/HST or T2 return. Your CPA or a CRA-registered EFILE transmitter files it from our working papers.
Do you cover Canadian hours?
Yes. Your AP specialist works 8am to 8pm ET, covering every Canadian time zone, so payment-run proposals and vendor questions are handled during your own business day.
Will you have access to our bank account?
No. We hold preparer-level roles in Plooto, Xero or QuickBooks Online. Bills are captured, coded and queued for a payment run, then you approve and release every payment. We never move money.
Do you check subcontractors for WSIB or WCB coverage?
Yes, where your industry requires it. Construction and trades vendors are checked for a current WSIB or WCB clearance before a payment run releases funds to them, and the certificate is kept on file alongside the bill.
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