Free Checklist Templates for Accounts Payable

Accounts Payable

OR

Accounts Payable Aging Report Checklist

Pre-Report Setup

Confirm all vendor bills are entered

Verify payment batches are posted

Confirm access to the AP module

Generate the Aging Report

Run the AP aging summary report

Set aging buckets to 0/30/60/90+

Export the aging detail by vendor

Reconcile to the General Ledger

Tie aging total to GL accounts payable

Investigate the AP subledger variance

Flag 1099-eligible vendor balances

Investigate Exceptions

Review vendor credit balances and debit memos

Identify duplicate bills or split entries

Flag bills aged over 90 days

Prioritize the Payment Run

Identify early-payment-discount opportunities

Build the proposed ACH and check run

Confirm cash availability with the controller

Review, Sign-Off, and Improvement

Summarize aging findings for the controller

Walk controller through high-risk balances

Archive the aging report and workpapers

Note one process improvement for next month

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Accounts Payable Checklist

Invoice Intake and Capture

Pull invoices from the AP inbox and Bill.com

Verify vendor, invoice number, and amount

Flag rush, recurring, or non-PO invoices

Three-Way Match and Coding

Match invoice to PO and receiving report

Code the GL account, class, and location

Route for departmental approval

Resolve coding or match exceptions

Escalate disputed invoice to the buyer

Vendor Setup and W-9 Compliance

Collect a current W-9 before first payment

Validate TIN against the IRS TIN Match service

Set 1099 flag and payment terms in QBO

Verify banking details with a callback

Payment Run

Pull the weekly aging and select bills to pay

Choose the payment method

Get controller approval on the batch

Submit positive pay file to the bank

Release payments and capture remittance

Reconciliation and Close

Reconcile vendor statements against the AP subledger

Tie the AP aging to the GL control account

Accrue invoices received after period close

Sign off the AP close package

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Accounts Payable Checklist

Invoice Intake & Verification

Capture the invoice in the AP inbox

Run the three-way match

Screen for duplicate invoice numbers

Confirm vendor master record status

Code the invoice to GL and cost center

Vendor Onboarding Compliance

Collect a current W-9 or W-8BEN

Run an OFAC SDN screen on the vendor

Verify ACH details by call-back

Confirm a current COI for service vendors

Approval & Authorization

Determine the approval tier

Route to the business owner for approval

Escalate to CFO for over-threshold invoices

Record the approval audit trail

Payment Execution

Build the weekly payment batch

Apply dual-control treasury approval

Release the ACH, wire, or check run

Send remittance advice to the vendor

Reconciliation & Reporting

Reconcile AP subledger to the GL control account

Review the AP aging over 60 days

Update 1099 vendor tracking

File documentation per the retention schedule

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Accounts Payable Ledger Checklist

Invoice Intake and Coding

Pull new bills from Bill.com and Dext

Code each bill to the GL account

Run the three-way match

Resolve PO and receiving variances

Approval Routing

Route bills through the approval matrix

Confirm W-9 on file for new vendors

Collect the signed W-9 from the vendor

Payment Run

Pull the AP aging and discount report

Build the weekly payment batch

Obtain controller release on the batch

Revise the batch and resubmit

Transmit ACH, wires, and checks

Vendor Reconciliation

Reconcile vendor statements to the AP subledger

Resolve disputed invoices and credits

Tie AP subledger to the GL control account

Period-End Reporting

Accrue uninvoiced goods received

Calculate DPO and AP turnover

Deliver AP package to the controller

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AP Payment Processing Checklist

Invoice Intake and Verification

Capture the invoice in Bill.com or Hubdoc

Verify required invoice fields

Run the three-way match

Check for duplicate against the vendor ledger

Confirm vendor W-9 and 1099 status

Request and file the W-9

Coding and Approval

Code the invoice to the GL account and class

Determine the approval tier

Route for CFO approval

Verify budget availability

Payment Disbursement

Select the payment method

Verify wire instructions by callback

Schedule payment to hit on the due date

Run positive pay file to the bank

Release the payment batch

Recording and Reconciliation

Post the payment to the GL

Match the payment in the bank feed

File supporting documents in SmartVault

Confirm 1099 tracking flag

Period-End Review

Run the AP aging and clear stale items

Tie A/P sub-ledger to the GL control account

Investigate sub-ledger to GL variance

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Employee Expense Policy Compliance Checklist

Intake and Eligibility

Log the report in the AP queue

Confirm employee is eligible per policy

Verify approver matches the policy hierarchy

Substantiation and Documentation

Check receipts for every expense over $75

Verify business purpose is documented

Confirm date, amount, and vendor on each line

Determine if all required documentation is present

Request missing receipts from the employee

Category Limits and Per-Diems

Check meal expenses against per-diem limits

Verify lodging stays within nightly cap

Validate mileage against IRS standard rate

Flag any policy exceptions for VP approval

Route exception items to VP approver

Tax and GL Treatment

Confirm the report meets accountable-plan rules

Identify taxable fringe items for payroll

Apply correct GL accounts and 50% meal split

Verify currency conversion and FX rate source

Approval and Reimbursement

Confirm submission is within the 60-day window

Verify ACH banking details on file

Record the final review decision

Release payment in the next ACH run

Return the report to the employee with reasons

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Employee Expense Reimbursement Checklist

Intake and Policy Verification

Log the submitted expense report

Confirm submission within the 60-day window

Review against the current T&E policy

Verify the expense is business-related

Receipt and Substantiation Review

Match each line item to a receipt

Check that meal receipts are itemized

Confirm attendees logged for business meals

Verify mileage logs against the IRS rate

Identify any policy exceptions

Exception Handling

Document the exception and route to the controller

Obtain controller written sign-off on exception

Manager Approval and Coding

Route the report to the employee's manager

Confirm GL coding and cost-center allocation

Capture manager digital approval

Payment and Posting

Schedule the ACH reimbursement

Post the journal entry to the GL

Notify the employee of payment

Recordkeeping and Audit Trail

Archive the report and receipts

Update the employee reimbursement ledger

Tag for sample selection in the next AP audit

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Expense Reporting and Reimbursement Checklist

Intake and Policy Compliance

Pull the submitted report from Concur or Expensify

Check submission against the 60-day accountable-plan window

Verify per diem and meal limits by city tier

Confirm GL account coding and class tracking

Receipt and Documentation Review

Confirm itemized receipts for every charge over $75

Validate business purpose for meals and entertainment

Reconcile corporate card charges against the report

Flag mileage entries against the IRS standard rate

Approval Routing

Route the report to the direct manager

Determine whether the report needs CFO sign-off

Obtain CFO approval on the exception report

Document any policy exceptions in the audit log

Audit Sampling

Pull a 10% random sample for detailed audit

Investigate duplicate-receipt and split-charge patterns

Escalate suspected fraud to HR and the controller

Reimbursement and Posting

Verify ACH banking details on file

Release the ACH batch in the AP system

Post the journal entry to the GL

File receipts and approval trail per WISP retention

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Freight Billing and Auditing Checklist

Freight Bill Preparation

Pull BOL, rate con, and POD

Validate NMFC class and commodity description

Calculate base linehaul against contract rate

Documentation Review

Confirm signed POD with piece count

Check BOL for special instructions

Verify prepaid versus collect terms

Billing Accuracy and Auditing

Audit linehaul against rate confirmation

Validate fuel surcharge against DOE index

Reweigh and reclass against carrier inspection

Verify accessorial and detention charges

Flag invoice for discrepancy review

Dispute Resolution and Adjustments

File overcharge claim with the carrier

Request corrected POD from consignee

File the cargo claim or dispute the deduction

Log carrier response and post adjustments

Record Keeping and Reporting

Archive audited invoice in load folder

Update lane cost and recovery dashboard

Review freight audit software exceptions

Payment Processing

Release invoice to AP for payment

Apply quick-pay or factoring discount

Reconcile payment run against bank statement

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Invoice Processing Checklist

Invoice Intake and Verification

Capture the invoice in the AP inbox

Confirm required invoice fields are present

Verify a current W-9 is on file

Three-Way Match and GL Coding

Run the three-way match against PO and receiving

Code the invoice to GL account and class

Check for duplicate invoice numbers

Discrepancy Resolution

Open a vendor inquiry with the AP contact

Request a credit memo or revised invoice

Log the dispute in the AP discrepancy register

Approval Routing

Route to the budget owner per approval matrix

Escalate invoices over $10K to the controller

Capture the approver signature

Payment Scheduling and Execution

Schedule the payment per vendor terms

Generate the positive pay file for the check run

Submit the payment batch in Bill.com

Post the payment entry to the GL

Records and Compliance

Archive the invoice and payment proof in SmartVault

Update 1099-NEC tracking for the vendor

Reconcile the AP sub-ledger to the GL

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New Vendor Onboarding Checklist

Vendor Information Collection

Capture the legal name and any DBAs

Request a signed W-9 from the vendor

Determine 1099-NEC eligibility

Record remit-to address and AP contact

Compliance and Risk Assessment

Screen the vendor against OFAC and SAM.gov

Verify the TIN through IRS TIN Matching

Assign a vendor risk tier

Pull a D&B or Experian business credit report

Request audited financial statements

Documentation and Contracts

Collect the certificate of insurance

Confirm the firm is named as additional insured

Execute the master services agreement

Account Setup and Payment Terms

Create the vendor record in Bill.com

Configure payment terms and early-pay discounts

Verify ACH banking via micro-deposit

Flag the vendor as 1099-NEC eligible in the GL

Internal Process Alignment

Notify AP, purchasing, and receiving of activation

Distribute the vendor onboarding packet

Schedule the 90-day vendor performance review

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Subcontractor Pay Application Checklist

Pay Application Intake

Confirm pay app received by cutoff

Verify subcontract and exhibits are current

Capture pay application metadata

Confirm prevailing-wage status

Schedule of Values Reconciliation

Reconcile G703 line items against the SOV

Verify percent complete with the superintendent

Return pay app for revision

Validate stored materials documentation

Confirm retainage held per contract

Lien Waiver Collection

Collect conditional partial waiver for current period

Collect unconditional waiver for prior payment

Collect lower-tier sub and supplier waivers

Compliance Verification

Verify certificate of insurance is current

Review WH-347 certified payroll for the period

Confirm OSHA 10/30 and site-access training

Apply pending back-charges and offsets

Approval and Funding

Route to project manager for approval

Issue final approval decision

Submit owner pay app and request funding

Release payment to the subcontractor

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Vendor Setup and Maintenance Checklist

Vendor Identification

Capture the vendor's legal entity name

Collect remit-to address and AR contact

Classify the vendor's tax entity type

Tax Documentation

Collect a signed W-9 from the vendor

Collect W-8BEN or W-8BEN-E for foreign vendors

Run a TIN match against IRS records

Place the vendor on backup withholding hold

1099 Reportability Determination

Determine 1099 reportability

Set the 1099 flag in the GL system

Payment Method Setup

Confirm the vendor's preferred payment method

Capture banking details for electronic payments

Verify banking details by callback

Establish payment terms and early-pay discount

Compliance and Due Diligence

Collect the certificate of insurance

Screen against OFAC SDN and sanctions lists

Confirm independence for attest clients

System Setup and Approval

Enter the vendor record in the GL system

Map the default expense account and class

Configure the AP approval workflow

Sign off on the new vendor record

Ongoing Maintenance

Refresh W-9 on file every three years

Track COI expiration and request renewal

Audit the vendor master quarterly

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