Free template · Finance & Accounting

Accounts Payable Clerk job description template

An accounts payable clerk processes the bills a company owes, matching invoices to purchase orders, getting approvals, and making sure vendors are paid correctly and on time. They maintain vendor records, answer vendor questions, and help prevent duplicate or fraudulent payments. Copy this template, replace the bracketed parts, then run it through the free JD Analyzer.

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Accounts Payable Clerk

About the role

[Company Name] is hiring an Accounts Payable Clerk to manage the bills we owe and make sure vendors are paid accurately and on time. You will process invoices, match them to purchase orders, route approvals, and prepare payment runs. You will keep vendor records current and help protect the company from payment errors and fraud. This role suits an organized, detail-focused person who enjoys keeping processes running smoothly.

Responsibilities

Receive, review, and enter vendor invoices into the accounting system
Match invoices to purchase orders and receiving records
Route invoices for approval and follow up on delays
Prepare and process payment runs by check, ACH, or card
Set up and maintain vendor records, including W-9s
Verify vendor bank detail changes using approved callback procedures
Answer vendor questions about invoice and payment status
Reconcile vendor statements and resolve discrepancies
Maintain the AP aging report and support month-end close
Support 1099 preparation at year-end

Requirements

Experience in accounts payable, bookkeeping, or a similar accounting support role
Fast, accurate data entry skills
Familiarity with accounting software or ERP systems
Working knowledge of spreadsheets
Understanding of approval controls and the importance of fraud prevention
Clear, professional communication with vendors and staff
Strong organization and ability to meet payment deadlines

Nice to have

Experience with three-way matching
Experience with AP automation tools
Experience with 1099 reporting
Experience in a multi-entity or high-volume environment

Pay

[Pay range] · [Benefits summary]

Pay transparency

Many states, including CA, CO, NY, WA, and IL, require a good-faith pay range or hourly rate range in job postings; check your state's rules before publishing.

See the rules for your state in HR laws by state.

Write a more inclusive posting

Avoid requiring a bachelor's degree for an AP clerk role; relevant experience and accuracy matter more.
If you plan background or credit checks, follow federal and state rules and avoid blanket phrases like 'no criminal record'; many places have fair chance hiring laws.
Replace 'fast-paced, high-pressure environment' with specifics such as invoice volume and payment run frequency.

Hiring a accounts payable clerk?

Prepare the interview too: 15 questions, red flags and questions to avoid.

Accounts Payable Clerk interview questions

Frequently asked questions

What is the most important skill for an accounts payable clerk?

Accuracy combined with control discipline is key. A great AP clerk catches duplicates, follows approval rules, and verifies vendor changes before paying.

How can I assess fraud awareness in an AP interview?

Ask what they would do if a vendor emailed new bank details. Strong candidates will describe independent verification through a known phone number before making any change.

Can I run a background check on an accounts payable candidate?

Usually yes, with proper consent and notices, but many states and cities limit when and how criminal or credit history can be used. Check your state's rules before adding it.

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