· Reviewed by Nimra Khalid
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.
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Accounts payable: what we do and how it runs
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.
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What it is
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.
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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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Discovery call
A 20-minute call to map how bills arrive today, who approves what, how you pay and which tools you use. We count monthly bill volume and list vendors with portals or statements.
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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
Who it is for
Owners still approving by email
Bills arrive in three inboxes, get paid late or twice, and nobody knows what is due Friday. You want one queue, one approver and one payment run.
Operators with high bill volume
Home-care agencies, transport companies, restaurants and contractors process hundreds of bills a month from fuel, subcontractors, suppliers and landlords. Coding and matching them is a full-time job.
Controllers who need capacity
Your finance lead is spending afternoons keying invoices instead of reviewing cash and margin. Handing AP to a dedicated specialist gives that time back.
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 | Cadence |
|---|---|---|
| Bills captured and coded | Every bill in the queue within 1 business day of receipt | Daily |
| Matching and exceptions | Mismatches flagged with the reason and the person who can resolve them | Daily |
| Payment-run proposal | Due bills, discounts and cash required listed for your approval | Weekly |
| Vendor statement reconciliation | Top vendors reconciled monthly, all vendors quarterly | Monthly |
| AP aging and accruals | Aging agrees to the ledger; unbilled receipts accrued before close | Monthly |
| AP metrics note | Cycle time, discounts captured, late fees avoided, exceptions by cause | Monthly |
KPIs are what we measure and report, agreed per engagement. Service-level commitments are set in your agreement.
How it works
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Discovery call
A 20-minute call to map how bills arrive today, who approves what, how you pay and which tools you use. We count monthly bill volume and list vendors with portals or statements.
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Access and approval matrix
You grant access to your AP tool and ledger with preparer-level rights only. We document the approval matrix, coding rules and payment schedule, and set up the AP inbox.
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Dedicated AP specialist starts
A named specialist with a backup and a team lead takes over capture, coding, matching and approval routing. The first two weeks run with the team lead checking every coded bill.
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Weekly runs and monthly close
Every week you receive a payment-run proposal, approve it and release funds. Every month the AP ledger is reconciled, accruals are posted and the metrics note goes out.
Software we work in
How much does accounts payable cost?
Accounts payable is priced per dedicated specialist for higher volumes, or per bill processed for smaller businesses, with vendor statement reconciliation included. The fee does not include payment fees charged by your AP platform or bank. Pricing depends on volume and scope, so we send a custom quote within 1 business day.
What moves the quote
- Bills per month and how many arrive as paper, email or portal downloads
- Whether three-way matching to purchase orders and receipts is required
- Number of entities, approvers and payment runs per week
- Vendor volume for statement reconciliation and inquiry handling
Market benchmarks
| Market | Typical range | Source |
|---|---|---|
| US | Outsourced bookkeeping including AP typically $150 to $1,600 per month; in-house AP clerk salary comparable to a bookkeeper at $40,000 to $60,000 | indinero, RadCity (2026) |
| UK | £20 to £55 per hour for bookkeeping and AP work; fixed fees £100 to £1,500 per month | UK provider pricing surveys (2026) |
| Canada | C$300 to C$2,000 per month for outsourced bookkeeping including AP | Canadian bookkeeping fee surveys (2026) |
| Australia | A$40 to A$100 per hour; A$300 to A$1,500 per month fixed | Australian bookkeeping fee surveys (2026) |
Third-party ranges for orientation, not our prices.
Get a custom quote No setup fee. Month-to-month.
Accounts payable for your industry
Case study
1 state to 5 states
Case studyHow a NEMT provider scaled from 1 state to 5 with an outsourced back office
A non-emergency medical transportation provider in the southern US ran a single-state operation with one office manager handling trip billing, broker portals and the books. Each new state meant a new Medicaid broker, new claim formats and new timely-filing rules, and the office could not absorb the volume. The owner engaged LedgerBPO for NEMT billing, insurance follow-up calls and accounts receivable, with a named billing agent, a backup and a team lead working inside the provider's own dispatch software and QuickBooks Online. Over the engagement the provider expanded from 1 state to 5 states without building an in-house billing department. The same back-office playbook was repeated for each state contract, so growth did not depend on hiring and training local staff every time a contract was won.
- States served15
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?
Pricing depends on volume and scope, and we send a custom quote within 1 business day. Small businesses are quoted per bill; higher volumes get a dedicated specialist at a flat monthly fee. As a market reference, US outsourced bookkeeping plans that include AP run $150 to $1,600 per month, and an in-house clerk costs $40,000 to $60,000 in salary before benefits (indinero, RadCity, 2026).
Will you have access to my bank account?
No. We hold preparer-level roles only. We capture, code, match and prepare payment batches, then the client approves and releases every payment; we never move money. Bank logins, card numbers and payment approval stay with you or the approver you name.
How do you stop duplicate and fraudulent invoices?
Every bill is checked against vendor, invoice number, amount and date before it enters the queue, and Bill.com or your AP tool adds its own duplicate detection. Any request to change a vendor's bank details is verified by a callback to a number already on file, never to one in the email. Suspicious bills are held and reported to you.
What is three-way matching?
It is the check that the vendor's invoice, your purchase order and your receiving record all agree on item, quantity and price before the bill is approved. It stops paying for goods you did not order or receive. We run it where you raise purchase orders; our purchase order processing service can set that up if you do not.
Can you take over vendor inquiries?
Yes. Vendors asking when they will be paid can email the AP inbox or call a line answered under your brand. Our accounts payable help desk service covers the phone side. Payment-status answers come from the queue you can see, so vendors get the same answer you would give.
Which AP tools do you work in?
Bill.com and Melio in the US, Plooto in Canada, plus the bill workflows built into QuickBooks Online, Xero, Zoho Books, Sage Intacct and NetSuite. Capture runs through Dext, Hubdoc or the AP tool's own inbox. We work in your subscription; you keep the data and the vendor history.
How fast will bills be processed?
Bills are captured and coded within one business day of arrival and routed to the approver the same day. Payment-run proposals go out weekly, or on the schedule you set. Month-end AP aging and accruals are ready before the close so the books reflect every bill received.
Do you handle 1099 data for my vendors?
Yes. W-9 collection and vendor master hygiene are part of our vendor management service, and the 1099 preparation service compiles payment data and draft forms at year-end. Because the AP specialist codes every payment during the year, the year-end compilation is a report, not a project.
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