Accounts Payable Job Description
An Accounts Payable Clerk ensures suppliers are paid accurately and on time, maintains supplier records and supports the finance team with month-end processes. This role suits someone organised, numerate and comfortable working with accounting systems to process high volumes of invoices and resolve supplier queries.
What does a Accounts Payable professional do?
Process supplier invoices, match purchase orders, run payment cycles, reconcile supplier accounts and support month‑end accruals.
Accounts Payable job description template
Use this employer-ready example as a starting point, then replace the placeholders and adjust the content so it accurately reflects your vacancy.
Accounts Payable Clerk
About the role
[Company name] is recruiting an Accounts Payable Clerk to manage supplier invoice processing, prepare payment runs for approval and maintain supplier accounts. You will match invoices to purchase orders, resolve queries, support reconciliations and contribute to month‑end reporting. Hours: [hours]; Location: [location]; Salary: [salary or salary range].
Key responsibilities
- Receive, verify and code supplier invoices and expense claims against purchase orders or contracts.
- Match and approve invoices, resolving discrepancies with internal requestors or suppliers.
- Prepare payment runs (e.g. BACS/faster payments) and ensure appropriate approvals are obtained.
- Reconcile supplier statements and maintain accurate supplier account records.
- Process credit notes, resolve supplier queries promptly and escalate recurring issues.
- Support month‑end activities such as accruals, cut‑offs and posting of closing entries related to payables.
- Maintain electronic and paper filing systems and assist with audit requests and VAT evidence when required.
- Communicate with the procurement or purchasing team to ensure invoice workflow is accurate and complete.
Essential skills and experience
- Experience handling supplier invoices and payment processing in a finance or accounts function.
- Good numeracy and attention to detail with proven accuracy when entering and checking financial data.
- Familiarity with spreadsheets (Excel) and the ability to learn accounting/ERP software quickly.
- Strong communication skills to liaise with suppliers and internal stakeholders.
- Ability to work to deadlines and manage a steady volume of transactional work.
Desirable
- Experience with an ERP or purchase‑to‑pay system (name can be specified by the employer).
- Previous exposure to month‑end processes, accruals and basic reconciliations.
- Understanding of VAT and basic indirect tax implications on invoices.
- Experience working in a centralised finance team or shared services environment.
- Formal accounting training or AAT study/qualification in progress.
What we offer
- [Pension contribution scheme]
- [Annual leave entitlement]
- [Flexible or hybrid working options if available]
- [Training and professional development budget]
- [Performance‑related bonus scheme if applicable]
- [Cycle to work scheme or season ticket loan (where offered)]
How to apply
Apply with your CV and any additional information requested. Make the interview process, closing date and any assessment stages clear where known.
Use this as a starting point rather than a final advert. The strongest version will reflect the real role, salary, location, systems, responsibilities, benefits and working arrangements.
What is an Accounts Payable role?
Accounts payable professionals manage the processing and payment of supplier invoices, maintain accurate supplier ledgers and assist with reconciliations and month‑end reporting. They act as the primary contact for supplier queries and work closely with purchasing and finance colleagues to ensure compliance with approval controls, payment terms and bookkeeping standards. The role is transactional but contributes directly to cashflow and supplier relationships.
Core tasks
Invoice processing, coding, reconciliations, payment preparation and supplier query resolution.
Who you'll work with
Finance team, procurement/purchasing, departmental approvers and external suppliers.
Typical hours
Often full‑time office hours; some employers offer part‑time or hybrid arrangements.
Systems
Work typically uses accounting/ERP systems and spreadsheets; specific software varies by employer.
Typical Accounts Payable responsibilities
Responsibilities should reflect the real scope of the vacancy rather than every task someone in this profession might ever complete.
Receive
Receive, verify and code supplier invoices and expense claims against purchase orders or contracts.
Match
Match and approve invoices, resolving discrepancies with internal requestors or suppliers.
Prepare payment runs (e.g. BACS/faster payments)
Prepare payment runs (e.g. BACS/faster payments) and ensure appropriate approvals are obtained.
Reconcile supplier statements
Reconcile supplier statements and maintain accurate supplier account records.
Process credit notes
Process credit notes, resolve supplier queries promptly and escalate recurring issues.
Support month‑end activities such as accruals
Support month‑end activities such as accruals, cut‑offs and posting of closing entries related to payables.
Maintain electronic
Maintain electronic and paper filing systems and assist with audit requests and VAT evidence when required.
Communicate with the procurement or
Communicate with the procurement or purchasing team to ensure invoice workflow is accurate and complete.
Accounts Payable skills and experience to look for
Keep the essential list focused on what the person really needs to perform the role. Move useful-but-trainable experience into desirable criteria.
Usually worth prioritising
- Experience handling supplier invoices and payment processing in a finance or accounts function.
- Good numeracy and attention to detail with proven accuracy when entering and checking financial data.
- Familiarity with spreadsheets (Excel) and the ability to learn accounting/ERP software quickly.
- Strong communication skills to liaise with suppliers and internal stakeholders.
- Ability to work to deadlines and manage a steady volume of transactional work.
Useful where relevant
- Experience with an ERP or purchase‑to‑pay system (name can be specified by the employer).
- Previous exposure to month‑end processes, accruals and basic reconciliations.
- Understanding of VAT and basic indirect tax implications on invoices.
- Experience working in a centralised finance team or shared services environment.
- Formal accounting training or AAT study/qualification in progress.
See our guide to what to include in a job advert before publishing.
How to write a Accounts Payable job advert
Small role-specific details can make the advert much easier for suitable candidates to assess.
Be specific about volume and processes
State typical monthly invoice volumes, payment frequency and whether the role involves purchase‑order matching or non‑PO invoices to set expectations.
Name core systems where relevant
If you use a particular ERP or payment platform, list it. Candidates with direct system experience will self‑select.
Clarify approvals and controls
Explain the approval workflow and whether the role carries any signatory or payment authorisation responsibilities.
Highlight training and progression
Note opportunities for professional development or progression to senior AP, purchase ledger or finance assistant roles.
Accounts Payable salary considerations
Salaries for accounts payable roles vary widely. Pay is influenced by factors such as location, the level of responsibility, the volume and complexity of transactions, whether the role includes supervisory duties or month‑end ownership, and the employer's sector and size.
depending on experience
- Use a genuine range
- Separate variable pay
- Avoid “competitive” alone
- Match salary to seniority
What Accounts Payable candidates will want to know
Practical details can influence whether a suitable candidate applies, even when the title and salary are attractive.
What accounting system do you use?
Candidates want to know which ERP or software they will work in and whether training will be provided.
What are the typical hours and is flexible/hybrid working available?
Transactional finance roles may have set hours; clarity on flexibility helps candidates assess fit with personal commitments.
How large is the finance/AP team and who will I report to?
Applicants expect to understand reporting lines and whether the role is part of a central team or embedded in a business unit.
Will I be responsible for payment approvals or signatory duties?
This affects responsibility level and risk exposure — candidates need to know the level of control expected.
Is training or support available for professional qualifications?
Many candidates are interested in progression and want to know about employer support for study or qualifications.
What is the payroll/holiday and sick pay policy?
Practical employment terms such as holiday entitlement, pay frequency and sick pay are important for decision making.
Where to post a Accounts Payable job
Accounts payable vacancies reach suitable candidates through a mix of broad and specialised channels. Use national job boards and LinkedIn to attract a wide pool, and add finance‑specific boards, accountancy forums or local recruitment agencies for transactional finance roles. For temporary cover or peak‑season recruitment, include specialist finance recruitment agencies and local job centres to speed up hiring.
Related finance & accounting job descriptions
Recruiting for a slightly different role? These templates may be a closer fit.
Accounts Payable job description FAQs
Should I require AAT or other formal qualifications?
Formal qualifications are helpful but not always essential. Many employers prioritise demonstrable AP experience, accuracy and system proficiency; offering study support can attract candidates seeking qualifications.
What level of experience is reasonable to advertise for?
For a basic AP clerk role, 1–2 years of invoice and payment processing experience is typical. For roles involving reconciliations, month‑end ownership or supervision, advertise for 3+ years or specify senior AP/ledger experience.
Is it important to list the accounting software by name?
Yes — naming the primary ERP or payment system helps candidates self‑select and reduces unsuitable applications. Indicate if training will be provided for unfamiliar systems.
How should I describe working hours and flexibility?
Be explicit about contracted hours, shift patterns if any, and whether part‑time, compressed hours or hybrid working are options. Clear expectations reduce early turnover and candidate uncertainty.
What checks should I perform before hiring?
Standard pre‑employment checks include identity, right to work and references. For senior AP roles with payment responsibilities, consider financial probity checks and stronger identity verification according to your policies.
Ready to hire an Accounts Payable Clerk?
Use this template to outline the responsibilities, essential skills and candidate expectations for your vacancy. Tailor the sections for your organisation’s systems, volumes and benefits to attract applicants with the right transaction processing experience.
