AP Management Without the Headache
By John Charette, CPA, CMA – Owner & Your CFO at Phoenix CFO Solutions
Paying your vendors is not optional—it’s the lifeblood of your operations. Without them, your business can’t function, and without timely payments, your relationships can quickly sour. Vendors keep your business moving, but managing them? That’s where the headaches start.
Onboarding vendors, collecting payment information, and keeping balances straight month after month—it’s a pain. The good news? It doesn’t have to be.
In this post, you’ll see what a well-oiled AP system looks like, the biggest mistakes that destroy vendor relationships and cash flow, and how Phoenix CFO Solutions takes AP management off your shoulders so you can focus on growth.
What a Well-Run AP Machine Looks Like
Dialing in your accounts payable (AP) process isn’t just about paying bills—it’s about creating a system that relieves stress, strengthens vendor relationships, and opens doors to potential discounts that save you money over time. When AP runs smoothly, your vendors trust you, your cash flow stays predictable, and you’re in control.
It all starts with a solid onboarding system. The first step with any vendor is collecting the right information from the beginning—W-9s for tax reporting, payment details (preferably ACH for efficiency), and accurate contact information for any billing questions. When done right, you avoid endless back-and-forth emails and last-minute scrambles. If you’re using a tool like Bill.com, it gets even better—vendors manage their own info, saving you time while keeping records accurate.
A strong AP machine also sets expectations with vendors by requesting monthly statements. This keeps balances in check and eliminates those “surprise” discrepancies that appear down the road and waste hours to fix. When everyone’s on the same page monthly, there’s no confusion and no drama.
Finally, there’s the payment schedule. The best AP systems dedicate one day a week to paying bills as they come due. This ensures vendors are never paid late—avoiding fees and bad blood—while also preventing premature payments that hurt your cash flow. Paying too early means you’re giving away cash you could use, while paying late damages relationships. The sweet spot is predictable, timely payments that work for everyone.
Why AP Systems Fall Apart
If you’ve ever felt like your AP process is a mess, you’re not alone. The root cause is almost always the same: no clear vendor onboarding, no clear expectations, and no consistent payment schedule. Without those, things spiral fast.
When vendors aren’t properly onboarded, you’re opening the door to major problems. Missing W-9s can lead to compliance issues and incorrect 1099 filings, while missing contact information makes resolving payment questions a nightmare. The simple act of gathering correct vendor data upfront solves countless headaches later.
Skipping monthly statements is another killer. Without them, balances drift out of sync. You either miss bills or end up in disputes over amounts, and these disputes always seem to surface at the worst possible time—right when you’re trying to focus on growing your business, not cleaning up messes.
And let’s not forget vendor terms. Businesses that fail to work out better terms or negotiate discounts miss out on easy wins. Vendors appreciate loyalty and timely payments, and when that loyalty goes unrewarded, you’re leaving money on the table. A great AP system not only pays on time but leverages relationships to secure better terms and savings.
Why You Shouldn’t Do This Yourself
Here’s the truth: if you’re reading this, you’re already thinking about how to fix your AP. That alone means you need an expert. AP management isn’t just a task—it’s a system, and building that system takes experience.
I got my start in AP management, and I keep it close to my heart because it’s where I learned how much good AP matters. I’ve turned chaotic payable systems into smooth-running machines, and I can do the same for you. When you bring Phoenix CFO Solutions on board, you’re not just getting help—you’re getting expertise.
I use Bill.com to handle vendor management, making payments and onboarding seamless while maintaining strong vendor relationships. I take care of the AP reconciliation process, ensuring your books match your vendors’ records perfectly. No mismatches, no late-night reconciliations, just clean alignment. And I don’t stop there—I make sure your existing vendor relationships work harder for you by maximizing discounts and negotiating better terms. Your loyalty deserves to be rewarded, and I make sure it is.
With me managing your AP, you won’t just pay bills—you’ll gain control, save money, and strengthen relationships.
The Bottom Line: AP Should Have Been Fixed Yesterday
A well-oiled AP process isn’t just about paying vendors—it’s the foundation of your business. When AP works, you have the inputs you need to serve your clients, keep operations running smoothly, and grow with confidence.
Doing it yourself is possible, but why struggle when you already know an expert who can make it easy?
Your AP should have been fixed yesterday, but we can start today. Book a free consultation with Phoenix CFO Solutions, and let’s turn your accounts payable into the efficient, discount-grabbing, relationship-building machine it should be.
Because the best time to fix your AP was yesterday.
The second-best time is now.