Accounts Payable Outsourcing: A Dedicated AP Team in Your System

Accounts payable outsourcing, the way we run it, means full-time employees of Staff Outsourcing Solutions assigned only to your account who process your vendor invoices in your system, under the approval rules you already have. Nothing moves to a platform of ours. It fits a company whose AP clerk has left, whose invoice count has outgrown the bookkeeper, or whose month-end slips over a stack of unprocessed invoices.

It is the payables spoke of our finance and accounting outsourcing service: for the whole function, bookkeeping through close, start there. For the receivables side, see billing and collections.

Outsourced accounts payable on this model also differs from per-invoice accounts payable processing services and from AP automation software, which hand the exceptions back to you. A dedicated specialist does the whole job at one monthly rate and learns your vendors and your approvers the way an in-house clerk does.

A $50M e-commerce distributor moved support offshore in 2019 and freed its internal staff for higher-value work (Clutch, 5.0). Read every review on our Clutch profile.

We recruit, employ, pay, house and supervise: recruiting and screening for AP experience in your kind of system, the employment contract under Philippine labor law, payroll and benefits, the workstation in our Cebu Business Park office, HR and attendance, and a team lead on your shift who runs the queue and the coaching.

You direct the work. You issue the logins to your accounting system, your AP tool and your vendor portals, set the coding rules, the approval matrix, the matching tolerances and the payment calendar, and approve and release every payment. You decide who joins: you interview the finalists on video before anyone touches an invoice for you.

Our accounts payable services cover the full-cycle AP role; you choose which parts the team takes first.

• Invoice intake and coding. Invoices arriving by email, vendor portal, EDI or scan are logged the day they arrive, checked for duplicates, and coded to the account, cost center, department or project under your chart of accounts.
• Two-way and three-way matching. PO invoices are matched to the purchase order and, where goods are received, to the receiving record, inside the tolerances you set.
• Vendor setup and Form W-9 collection. New vendors go into your vendor master under your controls. The team requests the IRS Form W-9 and files it in the vendor record. Year-end 1099 preparation stays with your accountant.
• Vendor statement reconciliation. Monthly statements from your larger vendors are reconciled to your AP subledger to catch missing invoices, unapplied credits and duplicate billings before they become disputes.
• Vendor inquiries. Payment status, remittance and short-pay questions are answered by email and phone in your name, with the notes kept in your system.
• Payment run preparation. A proposed run is built by due date and terms, with early-payment discounts and past-due items flagged, for your controller to review and release.
• Expense report review. Expense reports are checked against your policy and receipts before your approver signs.
• Month-end AP accrual support. At close, the team produces the received-not-invoiced list, the unprocessed invoice list and the aged AP report for your accountant's accrual.

Out of scope: tax filings, audit work and anything that needs a licensed accountant's sign-off. Those stay with your CPA or controller.

The answer to the controller's first question is in the design: the team prepares, you approve and release.

• Separation of duties. Payment initiation and approval are kept separate, and final approval authority stays with you. Whoever prepares a payment run is never the person who releases it.
• Access you grant. The team works under named logins you issue, with the permissions you choose, removable at any time. It holds no bank credentials beyond what your controls allow; many setups give the AP team no bank access at all.
• Vendor master changes. A change to a vendor's bank details or remit-to address is verified by callback to a number already on file, as your policy sets, before it goes in. The team never takes a bank change from an email alone.
• A record of every step. Coding, matching, approvals and payments are recorded in your system, where your auditor tests the controls; we make no audit or certification claim.
• Vetted people, on site. Every candidate passes our thorough employee vetting steps before you meet them, the work happens in our Cebu Business Park office, never from home, and every team member signs an NDA for the account.

The team works in your stack rather than asking you to move: accounting and ERP systems such as QuickBooks, Xero, NetSuite, Sage Intacct or Microsoft Dynamics 365, the AP approval and payment tools in front of them, such as Bill.com, and your vendor portals. We name these tools because clients use them, not as a certification or partnership claim.

1. Scope the queue. On the first call we map your invoice volume, entities, systems, approval matrix and payment calendar, and agree what the team takes on first.
2. We recruit and vet against your job description. We hire for AP experience in your kind of system. Every candidate passes a skills assessment, a cultural-fit interview, a third-party background verification and a role-specific evaluation before you meet them.
3. You interview the finalists on video and choose. We send profiles; you pick who joins your account.
4. Access, training, then go live under a team lead. You issue the logins and set the permissions; the team learns your procedures, coding rules and vendors from your documentation and a parallel run on live invoices. A team lead on the same shift manages attendance, quality and the queue, and you get a weekly review of volumes, exceptions, aging and the unprocessed count.

Most roles start in 2 to 4 weeks, depending on the role. Every account has an account manager, every team member works 100 percent onsite in our Cebu office, and if someone leaves, we recruit the replacement and you interview the next shortlist.

Pricing starts from $1,500 a month for each full-time AP specialist. One monthly rate covers salary, benefits, workstation, facility, supervision and HR, DOLE-compliant. There is no per-invoice fee, so a spike in volume at quarter end does not change the bill.

Accounts payable outsourcing pricing from most accounts payable outsourcing companies runs per invoice or per hour; that climbs with volume and leaves the exceptions and vendor calls with you.

The US Bureau of Labor Statistics puts the median pay for bookkeeping, accounting and auditing clerks at $50,670 a year (May 2025), before payroll taxes, benefits, office space and recruiting. A full-time AP specialist at our starting rate is $18,000 a year ($1,500 x 12). Clients typically save 53 to 70 percent on the salary line against the same hire in the US. A managed team member in our Cebu office costs about a quarter of the fully loaded cost of the same US hire and, with our management on the floor, gets about twice as much done: twice as productive at a quarter of the cost. Start with one AP specialist and add more as the queue grows. Call 1-888-356-8024 for a quote.

An IT services firm has stayed with us since 2014, with customer-satisfaction scores up 25%+ (Clutch, 5.0).

No setup fees, no screening fees, no long-term contract and no minimum team size: start with one team member and add more as the work grows.

Cheap outsourcing is the most expensive thing you will buy.

• A home-based contractor is working two jobs. Our team works on site in Cebu Business Park, on company equipment, under a team lead on the same shift, never from home.
• Nobody wrote the procedures down. We write your accounts payable procedures down during onboarding and run live invoices in parallel before go-live, so the coding rules sit in a document, not in one person's head.
• A bank change is taken from an email. The callback control above applies to every vendor master change, and the team never approves an invoice or releases a payment.

On the call we take your invoice volume, your systems, your approval matrix and the hours you want covered. Then you get candidate profiles, you interview the finalists on video, and onboarding on your procedures starts once you choose. From $1,500 a month per full-time AP specialist, with salary, benefits, workstation, facility, supervision and HR in the one rate. Call 1-888-356-8024 or send the form.

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