Vendor Management & Bill Payment Services

• End-to-end vendor onboarding and maintenance, including collection and verification of W-9 forms
  
  

• Vendor database setup and management in accounting or ERP systems (QuickBooks, NetSuite, Bill.com, etc.)
  
  

• Review and coding of vendor invoices to appropriate general ledger accounts
  
  

• Three-way matching process (PO, invoice, and receipt) for payment accuracy and fraud prevention
  
  

• Processing of electronic payments, ACH transfers, and check runs per company policy
  
  

• Monitoring of vendor payment terms to optimize cash flow and maintain strong supplier relationships
  
  

• Preparation and filing support for annual 1099 forms (in coordination with tax preparers or CPAs)
  
  

• Establishment of approval workflows for invoice review and payment authorization
  
  

• Reconciliation of vendor accounts and resolution of billing discrepancies
  
  

• Tracking of recurring payments and subscriptions to prevent duplicate or missed payments
  
  

• Vendor compliance monitoring (insurance certificates, W-9 updates, and tax ID validations)
  
  

• Reporting and analytics on accounts payable activity and vendor spending trends
  
  

• Coordination with internal departments and external vendors to ensure timely and accurate disbursements