Accounts Payable Services for Small Businesses
Accounts payable services from Ledger & Logic track what your business owes and pay your vendor bills according to an agreed process, so you can keep your suppliers paid on time without having to manage the bills yourself.
Accounts payable comes as part of an ongoing bookkeeping plan rather than on its own. We enter and code each bill as it arrives, keep your vendor records current, and put what is due in front of you for approval before we release any payment.
Tracking your bills and paying them
If you would like us to track the bills only, we enter and code each one as it arrives, keep your vendor records current, and show you what is due and when. You release the payments yourself.
If you would like us to pay them as well, we prepare the payment run and release it on the agreed schedule once you have approved it.
Either arrangement works, and it can change as your needs change. We will discuss which one fits before anything is set up.
Who accounts payable helps
You are in the right place if any of these are familiar:
- You are paying vendor bills in the evenings or at weekends
- A supplier has contacted you about an invoice you already paid
- You would like to see what is due while there is still time to plan for it
- You work with subcontractors and need their payments coded to the right job
- Your bills arrive by post, by email, and through supplier portals
- You would like W-9s collected from applicable vendors
- You would like every bill reviewed and approved before it is paid
We are in Lorton, Virginia, and work with small businesses across Northern Virginia. Because the work happens in your cloud-based QuickBooks file, we can support clients anywhere in the country.
For contractors, landscapers, and other project-based businesses, we also code materials and subcontractor costs to the job as each bill is entered.
Sound like what you need?
How accounts payable services work
A personal consultation
Tell us who you pay, how the bills reach you now, and how much of the process you would like handled. From that, we can usually give you a broad range on the call itself.
A review of your books
We review what you have now, so the plan we quote fits what is there.
Your plan and fee
You receive a clear scope and price before work begins, including the approval steps and the level of authority you are comfortable with.
Access
We help you grant accountant access to QuickBooks Online and, where available, read-only access to your business bank and credit card accounts so we can retrieve statements directly. If your financial institution does not offer that access, you can share statements through QuickBooks Online or a shared Google Drive folder.
Your vendor records
We review your vendor list with you, set up new suppliers in QuickBooks Online as needed, and identify any missing W-9s.
Every month after
Bills reach us, we enter and code them, you approve what is due, and we release the payments on the agreed schedule.
What accounts payable includes
- Vendor bills entered and coded as they arrive, however they reach us
- Vendor records set up in QuickBooks Online and kept current
- W-9s collected from vendors when applicable
- What is due shown to you for approval before any payment is released
- Payments released according to an agreed process, on the schedule you set
- Supplier and subcontractor costs coded to the appropriate job, where job costing is included in your plan
- An accounts payable aging report each month, so you can see what is outstanding
Collections and customer invoicing are accounts receivable, a separate service, and we would be happy to discuss adding it to your plan.
Vendor records and 1099 preparation
We record each payment against that supplier’s own vendor record as it is made, so the information needed for year-end 1099 preparation is organized in QuickBooks Online. We can also prepare and file 1099s for you when that service is included in your plan.
Personalized scope and pricing
Accounts payable is added to your bookkeeping plan rather than purchased on its own, so it is covered by your personalized monthly amount.
A flat monthly fee makes bookkeeping easier to budget for. Your personalized plan outlines the work and level of support included. If your needs change, we discuss any adjustments with you before changing the scope or fee.
Your plan runs month to month, with no long-term commitment. A written service agreement outlines the scope, fees, responsibilities, and cancellation process, including any required notice.
Want to know what your plan would cost?
What we need from you
We need access to the bills, however they reach your business, and your approval before payments are released.
Once access is set up, we retrieve bank and credit card statements directly where available. You provide receipts, supporting documents, and details about transactions that need clarification through QuickBooks Online or a shared Google Drive folder. We group questions where practical to make responding easier.
The approval stays with you. You see what is due, you approve it, and we release the payment on the agreed schedule.
If a bill arrives for an amount that supplier doesn’t usually invoice, we will discuss it with you before we release any payment.
Frequently asked questions
What if my vendor records are not up to date?
That is common, and it is usually where we start. We review your vendor list with you, correct duplicates and missing details, and identify any missing W-9s so they can be collected where applicable.
How do the bills reach you?
Through QuickBooks Online or a shared Google Drive folder, whichever suits how your suppliers send them. If a bill reaches you by post, a photo or a scan is enough.
Not seeing your question? Read the full FAQAsk Kris on a call
See what accounts payable would look like for your business.
Book a personal consultation. We’ll discuss your needs, provide a broad pricing range when possible, and explain the next steps toward a formal quote.