Our team codes and checks every invoice. Not software you run.
Forward your invoices to one address. Each comes back coded to your accounts and purchase orders, checked by a person, in one file every Friday.
From $1.50 an invoice. Month to month. Nothing to install.
How accounts payable outsourcing works with us
Clean entries for QuickBooks, NetSuite, Bill.com or Sage. Nothing changes for your vendors. Nothing changes in your accounting software. The typing stops, and so does fixing someone else's mistakes.
Email forward, a shared folder, or your vendor portal. Vendors keep sending invoices the way they do today.
Vendor, invoice number, dates, line items, totals, coded to your chart of accounts, and matched to your purchase order if you use them. Seconds per invoice.
Not a sample. Every one. Anything odd comes back to you as a question, never a guess. You're not the one finding the mistakes.
An import-ready file for QuickBooks, NetSuite, Bill.com or Sage, uploaded in one step. On the cadence you pick: weekly, every other week or monthly. Your approvals and payment runs stay with you. So does your money: you pay your vendors from your own bank, same as today.
Who actually checks your invoices
Outsourced AP lives or dies on whether someone owns the errors. Here, someone does, and you can see it on every row.
The people verifying your invoices work for us and see your invoices every day. They learn your vendors, your chart of accounts and your odd ones — the same way your own AP person would.
Every invoice in your spreadsheet carries the initials of the person who checked it. If a number is wrong, you know exactly what to send back, and we own fixing it.
A mismatched total, a duplicate, a vendor we don't recognize — it gets held and flagged to you with a note the same day. You decide, we finish.
Keystone Parts Co. — invoice KP-1187 — $8,140.00
Total doesn't match purchase order #2279 ($7,940). The difference is a $200 expedite fee on line 4 that isn't on the PO. Held it, not entered. Approve the fee or send it back to the vendor?
— E.C., verification, same business day
Sample data. Your flags name your vendors and follow your rules.
What your accounts payable costs today, and with us
Industry average is $9.40 per invoice all-in, and $15 or more where it's mostly manual. That's the time, the rework, the late fees, and one person's whole week going to typing invoices.1
The per-invoice rate drops as your volume grows. Your exact number comes back with the free 25.
- AI extraction plus one of our people checking every invoice
- Delivered into the AP system you already use
- Anything odd comes back to you as a question the same day, never a guess
- Higher volumes and a second company file are priced on the call once we've seen your flow. Either way we never touch your money.
What the alternatives cost
The rest bill you monthly no matter what you send. We're per invoice, and one of our people checks every one.
1 Ardent Partners, AP Metrics That Matter, 2025: $9.40 average cost per invoice; $15 to $40 for primarily manual processes. 2 U.S. Bureau of Labor Statistics, bookkeeping, accounting, and auditing clerks, median annual wage, May 2025. 3 Published small-business AP outsourcing pricing, 2026 (SDO CPA guide: $200–$1,500/month by scope). Estimates only. Your number comes with the free 25.
How the free 25 works
Four steps. The first one is a 20-minute call.
20 minutes on how invoices move through your company today: where they come in, who touches them, where they stall. No pitch.
Any format, any vendors. Email them or drop them in a shared folder.
they come back as a spreadsheet: every field extracted, every invoice checked by one of our people. Plus your per-invoice quote.
From $1.50 an invoice. If it isn't, you keep the spreadsheet and we part friends.
What you get back
A spreadsheet with every field, every invoice, a person's initials on each row, and anything odd flagged with a note so you can decide, not guess. Once you're a client, the same data goes straight into your AP system, or comes as an import-ready file you upload in one step.
| Vendor | Invoice # | Invoice date | Due | Total | Purchase order (if you use them) | Account (suggested) | By | Status |
|---|---|---|---|---|---|---|---|---|
| Summit Office Supply | SOS-44812 | Aug 15 | Sep 14 | $1,284.50 | #2291 | 6120 Office Supplies | EC | Verified |
| Northline Freight | NF-20931 | Aug 10 | Sep 09 | $3,960.00 | #2284 | 5310 Freight In | EC | Verified |
| Northline Freight | NF-20931 | Aug 10 | Sep 09 | $3,960.00 | #2284 | 5310 Freight In | EC | Flagged: duplicate of row 2 |
| Brightwater Utilities | 7720-0831 | Aug 21 | Sep 20 | $612.07 | — | 6400 Utilities | EC | Verified |
| Keystone Parts Co. | KP-1187 | Aug 03 | Sep 02 | $8,140.00 | #2279 | 5100 Parts Purchases | EC | Flagged: total doesn't match the purchase order ($7,940) |
Sample data. Your 25 come back with your vendors and your rules. Account suggestions use your chart of accounts once you share it; without it, that column is blank rather than guessed.
Questions about accounts payable outsourcing
Is this software, or do you do the work?
We do the work. Our tools read the invoices and our people check every one. You don't buy, install or learn anything.
How do invoices get to you?
Three ways. A forwarding rule from your accounting inbox, a shared folder, or your vendors send straight to an address we give you. One address per company. Vendors keep doing what they do today.
Is it per invoice, or a flat fee?
A monthly plan sized to your volume, with a per-invoice rate above it. The rate drops as you send more. The exact number comes on the call, after we've seen your invoices.
Is there a setup fee?
Yes, once. Month one is real work: we build your vendor list and your account map, learn who approves what, set up your intake address and your file, and ask our questions once so we don't ask them every week. The fee covers that work, which is why the monthly price doesn't carry it. The amount is on the call, and it's never a surprise on an invoice.
How often do we get the file? Our vendors have 15- and 30-day terms.
You pick: weekly, every other week or monthly. Most pick weekly so nothing drifts past terms.
Does it code to our purchase orders?
Yes, where you use them. The PO number is matched on each invoice. A total that doesn't match the PO comes back to you as a question with the difference named.
Is the 25-invoice sample really free?
Yes. No card, no commitment. It's how we show the work instead of describing it. If it isn't useful, you keep the spreadsheet.
Who is actually checking my invoices, and what if that person leaves?
Our own team, trained on your vendors and your rules. Not a crowd marketplace and not a rotating call center. The same people see your invoices every day, so they learn your odd ones. If one of them moves on, the next person is trained on your account before they touch a live invoice, and you're told.
Where is my data, who can see it, and will you sign an NDA?
US cloud, encrypted in transit and at rest. Access limited to the people checking your invoices, and we never hold your bank logins or payment access. Happy to sign your NDA before the call. Details in the privacy policy.
How much of my time will this take?
The 20-minute call, then sending invoices the way you already receive them. Our bar for a client: no late fees, no surprises, and under 30 minutes a week of your time on AP. If we're not clearing it, tell us and we fix it or you stop.
Do you pay my bills too?
No. We never touch your money. Invoices come back checked and coded; you approve and you pay from your own bank, same as today. Approval routing and payment-run prep can be added later, still without us holding funds.
Is this full AP outsourcing or just data entry?
The core service is capture, coding and checking: invoices in, every field extracted, coded to your accounts, every invoice checked by one of our people, clean data delivered into your system. Approval routing and payment-run prep are a second step, quoted once we've seen your flow. We'd rather start where the pain is and grow from there than promise the whole department on day one.
What happens when an invoice is wrong or unclear?
It comes back to you as a question, with a note, and it waits. We don't guess on money. You decide, we finish.
How does the data get into my system?
Two ways, and you don't change anything. Cloud systems like QuickBooks Online, NetSuite and Bill.com connect directly. Desktop systems like QuickBooks Desktop and Enterprise, Sage 50 and the rest get an import file built for them that you upload in one step. Anything else gets a spreadsheet in your system's layout. If you're not sure which you are, ask on the call and we'll tell you.
What do I need to send?
25 recent invoices, any format, any vendors. Email them or drop them in a shared folder. If you want them coded on the sample, send your chart of accounts too. The messier the invoices, the better. That's where one of our people checking every one earns their keep.
How fast, and when can I reach you?
Most files go back on your cadence, weekly for most clients. Questions get answered the same business day, in your hours.
What does it cost after the 25?
From $1.50 an invoice, by monthly volume, checked by one of our people. Your exact number comes back with the free 25, no card, no commitment.
What if I want to stop?
Month to month. Your data exports clean if you leave.
Your first 25 invoices are on us.
Book a 20-minute call. We'll go through how invoices move through your company today and set up the sample. If we're not a fit, we'll say so in the first ten minutes.