Invoice data capture
Every invoice — PDF, scan, EDI file or paper — is captured, validated and coded against your chart of accounts.
Accounts payable shared services · Boston, MA
A full accounts payable team, without the headcount.
We run invoice capture, coding, matching and reconciliation for small and medium businesses — under documented controls, inside your existing systems. You keep approval authority and the banking relationship.
- 1 business day Typical invoice turnaround
- 2–3 weeks From first call to live processing
- Per invoice Pay only for what you process
- No setup fee And no long lock-in
Why shared services
Why a shared services team beats a single hire
A part-time or full-time accounts payable hire solves one problem and creates three: recruitment, cover and fixed cost. A shared services model gives you the same work done by more people, for less fixed commitment.
-
Specialists, not a generalist
Your work is handled by people who process invoices all day, every day — not by whoever has a gap in their calendar.
-
Documented controls
Coding rules, authority limits and separation of duties are written down and signed off before live work starts.
-
Cover is built in
Holidays, sickness and month-end peaks are absorbed by the team. Nothing stops because one person is away.
-
Cost tracks volume
A quiet month costs less. A busy month does not require a temporary contract or overtime.
-
Audit trail by default
Every invoice carries a timestamped record of who touched it, what they did and when.
-
Your systems, your data
We work inside your accounts payable system where it supports the workflow. You keep ownership of everything.
This is the model most finance teams wish they had started with, and the one most SMBs do not know is available.
What we handle
Take one piece or hand over the whole payable cycle. Most clients start with capture and coding, then add matching and payment preparation once they trust the output.
Approval workflow and routing
Invoices routed to the right approver with the right authority limits, and chased automatically so nothing stalls in an inbox.
Three-way match and exception handling
We match invoice, purchase order and receipt, then resolve the mismatches that would otherwise become a supplier phone call.
Vendor onboarding and statement reconciliation
New suppliers set up once and correctly, and supplier statements reconciled monthly so nothing ages into a dispute.
Learn more about Vendor onboarding and statement reconciliation
Payment scheduling and reporting
Approved invoices batched into payment runs that respect your terms, your cash position and any early-settlement discounts.
Full-cycle accounts payable outsourcing
The whole payable cycle, from invoice arrival to reconciled ledger, run by a trained team under documented controls.
Service levels
What you get, by invoice volume
Every engagement includes documented procedures, exception reporting and a named contact. The differences below are about scale and depth of cover.
| Invoices per month | Turnaround | Named contact | Reporting |
|---|---|---|---|
| Up to 250 | Within 1 business day | Shared inbox | Monthly summary |
| 250 to 1,000 | Within 1 business day | Named specialist | Monthly pack, exceptions and ageing |
| 1,000 to 5,000 | Same business day | Named team lead | Fortnightly pack, ageing and discount review |
| 5,000+ | Same business day | Dedicated team | Weekly pack, full cycle, close support |
Volume bands are indicative. We confirm your level after reviewing invoice mix, approval complexity and systems.
What is manual AP costing you?
Move the sliders to match your numbers. Nothing is sent until you ask us to.
Based on outsourced processing at $1.50 per invoice, blended across capture, coding, matching and reconciliation.
Estimated annual saving $22,500 63% lower cost than processing in house
- Cost today, per year $36,000
- With us, per year $13,500
- Hours released each month 87.5
- Equivalent of a full-time role 55%
Indicative only. Nothing is sent until you submit the form.
How an engagement runs
Most of the time goes into documenting how you work, so nothing is guessed once live invoices start flowing.
-
Step one
A 30-minute call covering invoice volume, how invoices arrive, who approves what and which systems hold the data.
-
Step two
We document your workflow — coding rules, authority limits, matching requirements — and you sign it off before any live invoice is touched.
-
Step three
We process a sample batch so you can compare our output against your current process before anything switches over.
-
Step four
We take on the live work with a named team and monthly reporting on volumes, exceptions and ageing.
Where we work
Based in Boston, serving clients across the United States
Our accounts payable team operates from Boston, Massachusetts, working to your time zone, your business hours and your reporting calendar.
- Remote-first delivery, so there is no travel cost to pass on
- Coverage aligned to your close calendar, not ours
- Bank detail changes verified before any payment is prepared
- Eastern time coverage with flexibility for West Coast clients
Questions we get asked
The answers below are the ones that decide most outsourcing conversations.
Do you replace my bookkeeper or accountant?
No. We take the processing work — capturing invoices, coding them to your chart of accounts, matching them to purchase orders and receipts, chasing approvals and reconciling supplier statements. Your bookkeeper or accountant keeps the reporting, compliance and advisory work.
How do approvals work if someone else enters the invoices?
Your approvers get one daily queue rather than a forwarding chain. Each item carries the invoice image, the coding and the relevant history, so approving or querying takes a click. Reminders go out automatically and delegated cover applies when someone is away.
Do we need to change our accounting system?
Usually not. We work inside your existing accounts payable system wherever it supports the workflow, and can operate from a shared inbox and drive where it does not. Integration depth is something we confirm during discovery rather than assume.
How is pricing calculated?
Per invoice processed, blended across capture, coding, matching and reconciliation. Your cost tracks your volume: a quiet month costs less, and a month-end spike does not need a temporary hire. There is no setup fee and no long lock-in.
What happens at onboarding?
A discovery call, a read-only look at how you work today, then a documented workflow you sign off. We run a sample batch so you can compare our output against your current process, and only then does live work switch over.
Is my data safe?
Access is limited to the team working your account, work runs under documented procedures with separation of duties, and supplier bank detail changes are verified before any payment is prepared. We agree access scope, retention and confidentiality in writing before onboarding.
What if the quality is not good enough?
That is what the sample batch is for. If the output does not meet the standard you signed off, we do not proceed. If quality slips once live, it is raised in the monthly review rather than left to accumulate.
Get your AP savings estimate
Tell us how many invoices you process and we will send a costed plan — no obligation.
- A costed plan based on your actual invoice volume
- A worked example of how approvals would route
- No obligation and no long sales sequence