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Accounts Payable Outsourcing: The Complete Guide

An alternative to outsourcing to a company specializing in accounts payable is outsourcing to an individual or team of AP professionals. That’s why financial outsource industries and businesses have switched to AP automation. Usually, such third parties use internal servers and cloud storage to store sensitive data. While it serves as centralized access for both parties involved, the data is also prone to potential security breaches and hacks. If you truly just don’t want the headache of accounts payable and you’re willing to accept some of the limitations listed above, then outsourcing may be a good fit for you. Uptime and accountability – Given that this is their sole purpose, your AP needs will receive a lot of attention.

Outsourcing your accounts payable functions can give you the flexibility to quickly scale up or down, depending on changes in business needs. This leaves your AP team free to attend to the value-creation activities of the business. Upgrading old accounting systems to modern tools is costly and time-consuming. But evaluating your options with a complete understanding of what’s available leads to better business outcomes. If your business is making do with paper invoicing and optical character recognition (OCR) to manage your AP processes, you already know the challenges of outdated systems.

  • Account Payable Services frequently seeks to enhance efficiency and efficacy through process enhancement.
  • Are they streamlined and error-free, or do they require significant improvement?
  • In the worst scenarios, a poorly performing accounts payable process can even be a liability to your company.
  • To do that, let’s look at the pros and cons of outsourcing versus automating your own AP and keeping it in-house.
  • Additionally, missed or late payments cost your staff time when they have to right the wrong by recovering erroneous spend, which in turn, reduces time available for other AP functions.

A separate and outsourced AP department does not guarantee transparency when it comes to reporting on these problems. Some businesses choose to outsource accounts payable tasks to avoid dealing with complicated regulatory requirements. Delegating these tasks to an AP outsourcing company gives a business more time to focus on other pressing matters.

Is Accounts Payable Outsourcing the Best Choice for Your Business?

Account Payable Services (APS) is a leading outsourcing accounts payable Partner that offers comprehensive and efficient accounts payable solutions. Regardless of your industry or company size, we provide custom-tailored solutions to meet your organization’s specific needs. Our mission is to expedite your accounts payable procedures, improve their accuracy, and optimize workflows. By partnering with us, you can refocus your organization’s resources on core business operations, secure in the knowledge that your accounts payable are in capable hands. The world is a big place and sending payments to vendors has become increasingly complicated. Companies, especially small to medium-sized ones who don’t have their own security teams, are plagued with security issues.

Instead of altering the system, they keep adding personnel to administer it to enter data, follow up on each approval, and spot mistakes made by humans. So, they locate an AP supplier and outsource those services in order to cut costs. In other words, they eventually alter their system by handing it off to someone else.


It puts you in a better position to negotiate prices, receive orders before competitors, and request payment extensions if needed. However, as your company grows and you deal with relevance in accounting more vendors, it may be too much for one person to handle. APS ensures that our accounts payable services are seamlessly integrated with your existing systems and software.

This includes receiving, validating, and matching invoices to purchase orders, resolving discrepancies, obtaining required approvals, and ensuring timely payment. Reputable outsourcing providers prioritize data security and employ stringent security measures to safeguard sensitive financial data. This includes using secure data transfer protocols, encryption, restricted access to sensitive data, and compliance with data protection regulations. Some accounts payable services extend to include assistance with vendor negotiations. This includes negotiating favorable payment terms, discounts, or pricing arrangements to reduce costs and strengthen supplier relationships. While outsourcing can lower costs and improve services for your business, relying too much on outside sources increases risk.

It can be a short-term arrangement to address specific requirements or a long-term partnership for ongoing support and optimization of accounts payable. Our team works closely with you to comprehend your objectives, workflows, and preferences, ensuring our services flawlessly align with your business processes and goals. Once invoices have been processed, the team facilitates the payment procedure. This involves preparing payment schedules, coordinating with the finance department, and issuing payments to suppliers/vendors via cheques, electronic funds transfer (EFT), or online payment platforms.

How to Outsource Your Accounts Payable in 5 Key Steps

Outsourcing accounts payable processes can lead to significant improvements in efficiency for businesses. By leveraging the expertise and technology of a third-party provider, organizations can streamline their AP workflows and reduce the time spent on manual tasks such as data entry and invoice processing. Outsourced accounts payable services offer extensive reporting capabilities that provide valuable insight into your financial operations. This includes producing customized reports on invoice processing, payment status, cash flow analysis, and vendor performance to support your decision-making processes. It can improve control by instituting standardized processes, enhancing accuracy, and providing visibility into your financial operations in real time. You will continue to have oversight and information access, and you can collaborate with the outsourcing provider to achieve your business goals.

Receive Invoices

The same is true for AP automation which is proven to reduce the cost of processing an invoice up to 80% over manual processing. When a business decides to outsource its AP, a third party manages the AP department. Third-party accounts payable outsourcing services will typically use their own AP automation software to achieve efficiency.

Use performance monitoring tools

With such appealing benefits, it’s no surprise that businesses jump on outsourcing accountants without conducting the necessary due research. As a result, the majority of them cannot maximise the benefits of this arrangement. Outsourcing these responsibilities to a financial expert familiar with accounting systems can allow you to devote more time to business development and other significant tasks. When dealing with a few simple payments, it is easy for an internal staff member to take care of them. As payments become more complex, such as when expanding into international markets, you need an expert.

Current Accounts Payable Processes

Accounts Payable is an essential function in a business that can significantly impact your company’s bottom line. When deciding whether to retain or outsource Accounts Payable operations, it is critical to understand how AP works and what factors should be considered. We hope this article has helped you better understand AP and the decision-making process involved in retaining or outsourcing AP operations. Unlock the untapped potential of your Accounts Payable Department with an intelligent invoice management system! With no upfront investment and limited changes to existing processes, you can enjoy greater job satisfaction and productivity among AP staff.

Outsourcing accounts payable ensures someone always has an eye on your books. These people will take over all of the analysis and reporting on your finances. However, if it’s total visibility into the accounts payable process you seek, automated AP software may be your best bet. If you’re analyzing data with paper and excel sheets, there’s a high chance of errors due to limited visibility into vendor costs or ineffective spend.






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