How it runs for manufacturers and wholesalers
You approve and release every payment; we never move money.
What is accounts payable outsourcing?
Accounts payable outsourcing means a remote specialist runs the process from vendor invoice to approved payment run: capturing bills, coding them to the ledger, matching them to purchase orders and receipts, chasing approvals and preparing payments for release. The business keeps control of the bank account and the final release. The provider works in the company's own software.
What we handle for manufacturers and wholesalers
- Three-way match of invoice, purchase order and receipt before approval
- Purchase price variances posted by supplier and reported monthly
- Freight, duty and brokerage invoices allocated to the receipts they relate to
- Supplier statements reconciled monthly so duplicates and missing credits surface
- Payment runs prepared with discount deadlines and cash impact shown
The KPI that matters here
Every supplier invoice matched and coded within 2 business days of receipt.
Manufacturing compliance notes
Sales-tax exemption certificates
Resale certificates, manufacturing machinery and equipment exemptions and direct-pay permits each exempt a sale only when a valid certificate is on file at the time of sale or obtained within the state's grace period. We collect certificates at customer setup, store them against the customer record, track expiry dates and produce an exempt-sales report with certificate references for every period. Your preparer or Avalara files the return; we prepare the workings.
Cost of goods sold and inventory valuation
Inventory must be valued on a consistent method, whether FIFO, weighted average or standard cost with variances, and cost of goods sold must include the costs your CPA determines are inventoriable under IRS §471 and, above the gross-receipts threshold, §263A. We apply the method your CPA sets, reconcile the inventory system to the ledger monthly and document every adjustment, so year-end is a review rather than a rebuild.
Landed cost and import duty
Customs duty, tariffs, freight, insurance and brokerage on inbound goods are part of inventory cost and reach expense only when the goods are sold. We allocate these costs to receipts in Cin7, NetSuite or your ERP and post the same allocation in the ledger, so margin by product reflects what the goods actually cost to put on the shelf.
Multi-state nexus for wholesalers
A wholesaler with customers across states may have economic nexus in states where it makes no taxable sales, and still owe registration and returns to report exempt sales. We track sales by ship-to state and flag thresholds so you and your advisor can register where required. We do not give tax advice; we supply the numbers.
Manufacturing software we work in
- QuickBooks Online
- Sage Intacct
- Sage 50
- NetSuite
- Xero
- Bill.com
- Avalara
- Cin7
- Katana
- Fishbowl
- All 50 platforms
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Frequently asked questions
What happens when the invoice price differs from the purchase order?
The difference is posted as a purchase price variance against the supplier and the item, and the invoice is held for your approval with the PO and invoice side by side. Recurring variances from one supplier are reported monthly so purchasing can renegotiate or update the standard cost. Nothing is paid at the wrong price without a decision.
How do you handle freight and customs invoices that arrive after the goods?
They are matched to the receipt they relate to using the container, bill of lading or PO number, then allocated across the items received by value, weight or unit as your CPA prefers. This updates landed cost in Cin7 or NetSuite and posts the same adjustment to the ledger, so margin on those items is correct when they sell.
Do you pay suppliers or just prepare the run?
We prepare it. The approved batch is queued in Bill.com, Melio or your bank's platform with due dates and discount deadlines, and you release it with your own credentials. Supplier ACH and wire debits are matched when they clear. The month-end close service for manufacturers & wholesalers then verifies payables against supplier statements.
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