Accounts Payable Specialist Job Description (2026): Duties, Skills and Salary
An accounts payable specialist processes vendor invoices, matches them against purchase orders and receipts, and makes sure payments go out accurately and on time. They handle vendor questions, resolve discrepancies, and keep the company's payment records clean for audits and month-end close.
The role sits inside the accounting or finance team and touches almost every department, since everyone's purchases eventually become an invoice AP has to process. Accuracy and follow-through matter more than complex analysis: a missed invoice or a duplicate payment causes real problems with vendors and the books.
Accounts Payable Specialist job description template
Copy it, replace everything in [brackets] and cut what doesn't apply. Keep the requirements to what the job really needs.
Template · replace the [brackets]
Accounts Payable Specialist
[Company] · [City and office days, or remote with the countries or time zones you hire in] · [Full-time]
About [Company]
[Two or three sentences on what your company does, who it serves and why this team matters now.]
About the role
[Company] is hiring an accounts payable specialist to process vendor invoices and keep payments accurate and on schedule. You'll match invoices to purchase orders, resolve discrepancies, and work with vendors and internal teams to keep AP running smoothly.
What you'll do
- Process vendor invoices, matching them to purchase orders and receiving documents.
- Code invoices to the correct general ledger accounts and cost centers.
- Prepare and process payment runs (check, ACH or wire) on schedule.
- Resolve invoice discrepancies and payment disputes with vendors.
- Reconcile vendor statements and research outstanding balances.
- Maintain accurate vendor records, including W-9s and payment terms.
- Support month-end close with AP accruals and reporting.
- Respond to vendor and internal inquiries about invoice and payment status.
What you'll bring
- [X]+ years of accounts payable or general accounting experience.
- Comfort with high-volume data entry and attention to detail.
- Experience with an accounting or ERP system such as QuickBooks, SAP or NetSuite.
- Solid Excel skills, including lookups and basic formulas.
- Understanding of basic accounting principles and the AP cycle.
- Clear communication for working with vendors and internal departments.
Nice to have
- Experience with invoice automation or OCR tools.
- Exposure to multi-entity or multi-currency AP.
- Associate's degree or coursework in accounting or finance.
- Experience with 1099 reporting and vendor tax documentation.
What we offer
- [Pay range: e.g. $X–$Y base salary, plus bonus or equity if offered]
- [Hybrid schedule, 401(k) match, paid time off, tuition assistance]
- [Health cover, retirement or pension plan, paid time off, parental leave]
- [Work authorization: whether you can sponsor a visa or hire through an employer of record]
[Our process: a recruiter screen, a skills assessment on invoice matching and Excel, and a final interview with the accounting manager.]
[Your equal opportunity statement, and how candidates can ask for adjustments during the process]
Put the pay range in the ad. Several US states, including California, Colorado, New York and Washington, require it in job postings, and the EU Pay Transparency Directive gives applicants the right to know the starting pay or its range before the interview.
Accounts Payable Specialist duties by seniority
What the job usually looks like at each level. Pitch the ad at one level and say which in the title.
Junior
- Processes standard invoices and payment batches under supervision.
- Performs data entry and basic vendor record maintenance.
- Learns the company's AP system and approval workflow.
Mid-level
- Handles a full invoice and payment cycle independently.
- Resolves vendor discrepancies and statement reconciliations.
- Supports month-end AP close and accrual reporting.
Senior
- Oversees the AP process and reviews others' work for accuracy.
- Improves AP workflows, controls and automation.
- Trains new AP staff and liaises with auditors on AP items.
Accounts Payable Specialist career path
- AP Clerk
- Accounts Payable Specialist
- Senior AP Specialist
- AP Supervisor or Accounting Manager
Accounts payable specialist is a common entry point into accounting, reached from an associate's degree, bookkeeping experience, or a general office role with strong data entry skills. From here, paths lead to AP supervision, general accounting or accounts receivable, and eventually an accounting manager role.
Similar roles
- Bookkeeper job description
Handles the full set of books rather than just the payables side.
- Accountant job description
Takes on broader financial reporting and analysis beyond invoice processing.
- Payroll Specialist job description
Processes employee pay instead of vendor invoices and payments.
- Data Entry Clerk job description
Focuses purely on data entry without the reconciliation and vendor work of AP.
Accounts Payable Specialist job description FAQ
What does an accounts payable specialist do?
Processes vendor invoices, matches them to purchase orders, codes them to the right accounts, and prepares payment runs, while resolving discrepancies and keeping vendor records accurate.
What skills should an accounts payable specialist job description require?
Attention to detail for high-volume data entry, experience with an accounting or ERP system, solid Excel skills, and basic accounting knowledge. Prior AP experience is the most reliable predictor of success.
Is accounts payable specialist an entry-level job?
It's often an entry point into accounting, especially for candidates with an associate's degree or office experience, but the role also includes senior AP specialists who handle more complex reconciliations and mentor junior staff.