Reads every bill, card, and expense.
Vendor bills, employee reimbursements, corporate cards. Pulled the moment they hit your inbox or post to the card. Coded against the right job and cost code.
Accounts Payable Clerk
The AP queue, cleared by 7am. Every bill, every charge, every exception.
Reads every vendor bill, employee expense, and corporate card charge. Matches to POs and cost codes. Flags duplicates, missing W-9s, lapsed COIs. Routes the clean stack for approval.
An AP review that never runs behind.
Checks the math.
PO match, cost code, retainage, sales tax, 2/10 net 30 discount windows. Three-way match before anything moves.
Flags what doesn't look right.
Duplicates against the last 90 days. Missing W-9 on a 1099-eligible category. Lapsed COI on the vendor. Out-of-budget cost code. You see it before you approve.
Routes a clean queue.
Approver, dollar threshold, project manager. Whoever owns it. Exceptions land in your inbox with a one-line reason. Clean bills queue straight for approval.
94 bills. 23 card charges. 6 exceptions.
AP CLERK · RUN #287 · TUESDAY 6:14AMLive
Inputs collected
- Vendor bills94 from QuickBooks and email intake. $487K total.
- Card transactions23 from Plaid-linked cards. $18.4K total.
- Employee expenses14 submitted Friday–Monday. $4.2K total.
- Vendor masterCOIs, W-9s, and vendor type checked on every line.
Outputs produced
- Approved queue88 bills routed. 19 cards coded and matched. 11 expenses cleared.
- Exception report6 flagged: 2 duplicates, 1 lapsed COI, 1 missing W-9, 2 cost code variances.
- Discount watch$1,840 in 2/10 net 30 discounts available if paid by Thursday.
- DeliveredSlack to AP lead. Exceptions to controller. PO mismatches to PMs.
Questions about the Accounts Payable Clerk.
It reviews vendor bills, employee expenses, and corporate card charges. It codes each item to the appropriate job and cost structure, checks supporting information, and routes the clean queue for approval.
It flags issues such as possible duplicates, PO mismatches, missing W-9s, expired insurance certificates, and costs that do not match the expected job or cost code. Your team sees the reason before approving the item.
No. Adaptive does not auto-post to your general ledger. The agent prepares and routes the work, while your team reviews and approves it before it reaches the books.
Yes. Bills and exceptions can be routed based on the project, approver, dollar threshold, and other rules used by your team. Adaptive is configured around the process you already follow.
Clear the AP queue. Before the week even starts.
A 20-minute walkthrough where we run the AP clerk on a sample of your invoices. You decide whether you'd want it running every morning.