Accounts Payable
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      What’s included in the Weekly AP service offering?

      Learn what services are included in our Weekly AP service offering, as well as how we process various documents and your responsibilities.

      As part of the Botkeeper Advanced services, your client’s vendor invoices will be reviewed, monitored for duplicates and processed for Partner or Client approval. Payment will remain the responsibility of the partner or client.

      • The first weekly processing cycle for each Client will begin 5 business days after the Client is accepted into ongoing service, then proceed on the selected processing deadline day thereafter.
      • Weekly processing will include all bills submitted, to the single location agreed upon for each Client, at least two business days prior to the deadline day.
        • Bills submitted after the two-business-day cutoff will be processed the following week.
      • Any bills that carry a bill date of the prior month and are provided after the monthly close cutoff date of the following month, will be posted in accordance with the closing cutoff guidelines at the Client level regarding the posting period (hard close vs. soft close).
      • At month-end, the AP clearing account will be reconciled, if applicable.

      Processable Responsibilities:

      • Select a weekly AP deadline (Monday through Friday) for each Client and understand that the cutoff for bills to be included in weekly processing is two business days prior to the end of business on the deadline day.
      • Submit or upload bills individually and avoid submitting bills together in one PDF file.
      • Provide details pertaining to existing or desired approval workflow during scoping, in absence of which will default to an approval workflow based on vendor history.
      • Approve and pay the bills.
      • Monitor the other folder for unprocessable documents that may need action (see Processable Documents section below).

      Processable Documents

      • The table below details the processable and non-processable documents for the Weekly AP processing service offering.
      • Other and Archived folders will be created in the single location bills are being uploaded to.
      • Processable documents will be filed in the Other folder for Partner or Client to action.
      • Any bills that are processable, but are not entered as a bill, will be filed in the Archived folder.

       

      TYPE

      TREATMENT

      PROCESSABLE?

      Unpaid Bills
      • Will be processed and categorized as per history.

      ✅

      Paid or Auto-Paid Bills
      • Will be processed and categorized as per history and manually marked as paid, provided invoice states "autopay" or is stamped "paid."

      ✅

      Bills from New Vendors
      • Vendor will be created with “check” set as default payment method and Partner will be notified the new vendor was added via a weekly Portal Task AP update.
      • Partner will be responsible for adding ACH info and collecting W9, if applicable.
      • “Vendor Management and W-9 Collection” add-on service is available after 2 monthly closes (QBO only).

      ✅

      Foreign Currency Bills
      • Will be treated the same as an Unpaid/Paid Bill and the conversion will be made to USD using the AP processing system’s native rate service.
      • Any adjustments, gains or losses will be the Partner’s responsibility to reconcile.
      • Partner should ensure multi-currency is enabled within the accounting system to avoid sync issues.

      ✅

      Payment confirmations
      • Will be processed if an open bill exists or entered as expense in QBO, then filed in an archived folder.

      ✅

      Reimbursable expense reports
      • Will be processed under employee name and split per expense report categorization provided in the AP system itself (via Partner or Client upload or sync).

      ✅

      Vendor statements
      • Will be filed in the other folder for Partner to action.

      ❌

      Multiple bills within a single PDF file
      • Preference is one bill per single PDF file (soon, we will only be able to accept separate files).

      ❌

      Expense receipts*
      • Will be filed in the other folder and transactions will be coded through the bank feed in line with historical data.
        *Contact GP for more information about receipt matching.

      ❌

      Tax alerts
      • Will be filed in the other folder for Partner to action.

      ❌

      W-9 Forms
      • Will be filed in the other folder for Partner to action.
      • “Vendor Management and W-9 Collection” add-on service is available after 2 monthly closes (QBO only).

      ❌

      Employee, contractor or internal emails
      • Emails submitted at the same time as/and relating to a Bill or other processable document will be referenced for coding purpose only, then merged with the bill upon creation or treated the same as the related document.
      • Stand-alone emails submitted asking questions (or not relating to a bill or other processable document that was submitted at the same time as the email), will be filed in the other folder for Partner to action.

      ❌