AP, AR & Expense Management (Bill.com Automation)

We design and run your payables, receivables, and expense workflows using Bill.com and connected tools—so invoices are routed, approved, and paid on time with a clear audit trail.

Bill.com centric AP, AR & expenses Controls & audit trail
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This engagement focuses on operational execution and controls around cash outflows and inflows. General ledger ownership and full controller services can be added under a separate engagement.

Fit check

Is this how your payables and receivables feel?

You’re a fit for this service if:

  • Vendor bills arrive via email, PDFs, and portals, and you’re constantly chasing approvals.
  • Payments are made ad hoc via online banking or checks, with limited visibility into what’s pending.
  • Expense reimbursements are handled manually and inconsistently.
  • Customer invoicing is delayed or error-prone, and AR follow-up is reactive instead of systematic.
  • You want one standardized workflow, with clear controls and an audit trail, without hiring a full AP/AR department.

This service is about building a scalable, controlled cash-in/cash-out engine using Bill.com and connected systems, not just “paying bills when they show up.”

Outcomes

What you get with AP, AR & Expense Management

Standardized, automated workflows

Vendor bills, customer invoices, and expenses move through consistent, policy-driven steps so nothing gets lost in inboxes.

Stronger controls without more headcount

Approval matrices, payment limits, and segregation of duties embedded into your daily process instead of living in a policy binder.

Cleaner books and better cash visibility

Invoices and receipts are coded properly upfront, so your GL and cash forecasting are more accurate.

Audit-ready documentation

Every payment has a digital paper trail—supporting docs, approvals, and timestamps in one place.

Scope

What’s included in AP, AR & Expense Management

1. Bill.com configuration & integration

  • Configure Bill.com for AP (and AR where in scope) aligned to your chart of accounts and vendors/customers.
  • Integrate with your accounting system (e.g., QuickBooks, NetSuite) where supported.
  • Set up user roles, approval workflows, and payment permissions based on your control requirements.

2. Accounts payable workflow

  • Capture vendor bills via email, upload, or sync from connected tools.
  • Code bills to the correct accounts, classes, locations, and departments based on your rules.
  • Route bills to the right approvers and manage approval queues.
  • Schedule and initiate payments (ACH/check) in Bill.com, with client approval prior to release.

3. Expense management

  • Set up and maintain expense policies for reimbursements and corporate card usage.
  • Review and code submitted expenses, ensuring required receipts and documentation.
  • Sync approved expenses into your accounting system with the correct dimensions.

4. Accounts receivable support (where in scope)

  • Configure customer invoicing workflows through Bill.com or your billing tool (if connected).
  • Generate and send recurring or one-off invoices based on your inputs and agreements.
  • Assist with basic cash application and AR status reporting back to your team.

5. Controls, documentation & reporting

  • Document AP/AR workflows, approval rules, and payment policies.
  • Provide periodic reports on unpaid bills, upcoming payments, and AR status.
  • Maintain digital documentation for each payment to support audits and reviews.
Guardrails

What’s not included in this service

We keep this engagement focused and controlled

To keep this engagement focused and predictable, the following are not part of standard AP, AR & Expense Management:

  • Collections management or dispute resolution beyond basic AR status reporting.
  • Negotiating vendor contracts or pricing on your behalf.
  • Full credit management or lending decisions for customers.
  • Standalone bookkeeping or controller work outside AP/AR/expense workflows (unless bundled under another engagement).
  • Legal review of contracts or vendor/customer agreements.

Where needed, we can scope additional support (for example, adding controller oversight or bookkeeping) under a separate engagement.

Process

How the engagement works

1

Discovery & design

We review your current AP/AR/expense flows, tools, and control requirements, and identify pain points and risks.

2

Configuration & rollout

We configure Bill.com, define approval matrices, connect your accounting system, and run a pilot period for refinement.

3

Ongoing execution

Our team (and/or yours under our process) operates the day-to-day workflows for bills, expenses, and invoices per agreed SLAs.

4

Review & optimization

We provide periodic reporting, monitor throughput and bottlenecks, and refine workflows as your volume and needs change.

Pricing overview

What this typically costs

See Pricing Matrix

Fees for AP, AR & Expense Management are structured as a fixed monthly fee based on invoice volume, number of entities, and the mix of AP/AR/expense workflows in scope.

Most clients fall into a tiered fee model based primarily on monthly transaction volume and complexity. We confirm fit, map your workflows, and agree on a fixed monthly fee before any implementation begins. Software subscription fees (e.g., Bill.com) are typically billed directly to you or passed through at cost.

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FAQ

Frequently asked questions

Do we need to already be on Bill.com?
No. We can migrate you onto Bill.com as part of this engagement. If you’re already using it, we’ll assess your current setup and refine it rather than starting from scratch.
Who actually approves payments?
You do. Our team prepares and routes items based on your approval matrix, but designated client approvers always have the final sign-off on payments.
Can we start with AP only and add AR later?
Yes. Many clients begin with AP and expenses, then add AR workflows once the payables engine is stable. We’ll structure fees to match the scope you choose.
How does this tie into bookkeeping and controller work?
Cleaner AP/AR/expense workflows reduce noise in your ledger. If we’re also your bookkeeper or Controller, the integration is deeper; if not, we’ll align on coding rules with your existing finance team.

Ready to take AP, AR, and expenses off your plate?

Share your current volume, tools, and pain points, and we’ll confirm fit, design the workflow, and quote a fixed monthly fee before any work begins.

Request a Consultation