Every Bill Coded.
Every Payment Yours.
Bills captured, coded and checked, supplier statements reconciled, and a payment run prepared on schedule — then handed to you to approve and release from your own bank.
Step by Step
What Happens to a Bill
Eight steps. Two of them are always yours.
Bill Arrives
Suppliers send bills to a capture address you control, or they are forwarded from your inbox. Nothing arrives on a personal email account of ours.
Captured and Coded
Supplier, amount, due date and line detail extracted, checked against the original, and coded to the right account, class and period.
Matched
Where you use purchase orders, the bill is matched to the order and to what was actually received. Differences are flagged, not paid.
Checked
Duplicates, price changes, unfamiliar suppliers and anything outside the usual pattern are flagged before a bill is scheduled.
Run Prepared
Bills falling due are grouped into a payment run on your schedule, with totals, due dates and any early-payment discounts marked.
You Approve — Yours
You review the run and approve, change or hold any line. Nothing proceeds without your approval.
You Release — Yours
You release payment from your own bank or payment platform. We hold no banking credentials and cannot release anything.
Reconciled
Once payments clear, they are matched in the ledger and supplier balances are checked against statements.
Fraud Control
Bank Detail Changes Are Where Payments Go Missing
An email asking to update a supplier’s bank details is a classic route for payment fraud. It often looks entirely routine, and it only has to work once.
So we never make that change. If a supplier asks, we flag it to you, and you verify it by calling a contact you already trust — not the number in the email. Changing payee bank details stays with you, always.
What You Get
Payables, Handled Properly
Bill Capture and Coding
Every bill in, coded to the right account, class and period, with the original attached.
Supplier Management
Supplier records kept current and statements reconciled, so balances match what suppliers think you owe.
Payment Runs for Approval
Prepared on your schedule with due dates, totals and discounts marked, ready for you to approve.
Duplicate and Overbilling Checks
Caught before anything is scheduled, not discovered after it has been paid twice.
Due-Date Tracking
Nothing paid late by accident, and nothing paid early unless there is a reason to.
Month-End Accruals
Bills received but not yet due recorded in the right period, so each month carries its real costs.
How It Starts
Set Up in the First Month
Map
Suppliers, approvers, payment schedule and coding rules agreed with you.
Capture
A bill capture address set up, and suppliers pointed to it.
First Run
The first payment run prepared, reviewed with you line by line.
Rhythm
Runs on schedule, statements reconciled monthly, exceptions flagged the day they appear.
Pricing
From $300 a Month
Payables is priced by volume, from $300 a month, as an add-on to the monthly bookkeeping tier. For continuous, high-volume work, a dedicated seat is quoted after the diagnostic.
Questions
Accounts Payable, Specifically
Will You Pay Our Suppliers?
No. We prepare the payment run; you approve it and release payment from your own bank. We hold no banking credentials and never move money.
What If a Supplier Changes Their Bank Details?
We flag the request to you and do not act on it. You verify it through a contact you already trust and make the change yourself.
Which Tools Do You Work With?
Bill capture in Dext, Ramp or the capture built into QuickBooks Online and Xero, and the bill-pay platform you already use to release payments. In NetSuite, Sage Intacct, Business Central or Odoo we work inside the vendor bill and approval workflow already configured there.
How Often Are Payment Runs?
On a schedule you set — weekly or every two weeks suits most businesses. Urgent bills are flagged to you between runs.
Is There a Minimum?
Around $300 a month of work. Below that, the coordination overhead outweighs the benefit, and we will say so.
Also Available
The Rest of the Back Office
Start With the Diagnostic
Read-only access, 48 hours, a written report. No charge and no obligation.
Request Your Free Diagnostic