Accounts Payable
Vendor bills managed end to end as an add-on to your accounting engagement. Tracking, scheduled payment runs, vendor setup and maintenance, and clean recording in the books.
What This Is
Accounts payable is the work of tracking what you owe, when it’s due, and making sure vendors get paid on schedule. It sounds simple, but as bill volume grows, it becomes its own administrative burden. Invoices pile up in inboxes, due dates overlap, and the owner or office manager ends up spending hours every week just keeping up.
Kai Crest handles accounts payable as an add-on to your accounting engagement. The work includes receiving and tracking vendor bills, running scheduled payments, maintaining vendor records, and recording everything cleanly in the books. Because it ties directly into your Accounting: Core, Growth, or Managed engagement, every payment flows through properly without duplicate entry or reconciliation gaps.
The Work
The Work
We receive vendor invoices, enter them into your accounting system, track due dates and payment terms, run scheduled payment batches, and maintain vendor records including W-9 documentation. Every payment flows through with proper coding and documentation so your books stay accurate and your vendor files stay complete.
Sizing for Volume
Sizing for Volume
The engagement scales with your bill volume. Light volume handles up to roughly 25 bills per month with a weekly payment run, starting at $500 per month. Standard volume covers 25 to 75 bills with full vendor setup and maintenance, starting at $800 per month. Advanced volume supports 75 to 150 or more bills with more complex workflows, starting at $1,200 per month.
Why This Matters
Paying bills seems straightforward until the volume starts to stack up. Invoices arrive by email, by mail, and occasionally by text. They have different due dates, different payment terms, and different approval requirements. Miss one and you damage a vendor relationship or trigger late fees. Pay the same invoice twice and you create a mess to unwind.
For growing businesses, the owner or office manager often handles accounts payable between everything else they’re doing. That works until it doesn’t. Bills get lost in inboxes. Payments go out late or early. Vendor records fall out of date. The administrative load compounds and the books start drifting from reality.
The Cash Flow Problem
The Cash Flow Problem
Knowing what’s owed and when it’s due is fundamental to cash flow management. Without organized AP, you’re guessing at your obligations rather than planning for them. Surprises show up that you could have seen coming with better visibility into what was scheduled to go out the door.
The Records Problem
The Records Problem
Sloppy AP creates downstream issues. Duplicate payments, missing invoices, vendors without current W-9s, and transactions recorded to the wrong accounts all make the books unreliable and create cleanup work at year end. The time you think you’re saving by handling it yourself often costs more later.
What Changes
When Kai Crest handles your accounts payable, the administrative burden lifts. Bills come in, get tracked, and get paid on schedule without requiring your attention. You stay informed about what’s owed without managing the details yourself. The work happens in the background while you focus on running the business.
The work ties directly into your accounting engagement, so every payment is recorded properly and the books stay accurate. No duplicate data entry, no reconciliation mysteries, no scramble to find documentation when questions come up. If you also need help with customer invoicing and collections, Accounts Receivable pairs naturally with AP to give you organized control over both sides of your cash flow.
Clean Vendor Records
Clean Vendor Records
Every vendor gets set up properly with contact information, payment terms, and W-9 documentation. This makes year-end 1099 filing straightforward and ensures you have what you need when questions arise. The discipline pays off every January and every time someone asks for vendor details.
Visibility and Control
Visibility and Control
You know what’s scheduled to go out and when. You can see outstanding obligations and upcoming payments without digging through email or spreadsheets. The financial picture your accounting provides includes accurate payables at all times. If you’re ready to get vendor payments off your plate, schedule a consultation to talk through what that looks like for your volume.
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The Next Step:
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