Accounts Payable (“AP”) Accountant

Topstep•Chicago, IL

About The Position

The AP Accountant is responsible for accurately and promptly processing vendor invoices from receipt through payment. The role ensures invoices are matched to supporting documents, coded to the appropriate general ledger accounts and departments, and entered into the accounting system without errors or duplication. The AP Accountant works with vendors to resolve discrepancies, supports payment processing, maintains organized records for internal controls and audits, prepares the monthly AP aging, and partners with the Senior GL Accountant to identify late-arriving invoices that may require accruals. The position calls for strong attention to detail, sound judgment, and independent work within a close-knit finance team. The role also supports accounting close activities, investigates aged or unusual AP items, maintains audit-ready documentation, and identifies ways to improve efficiency and consistency. The AP Accountant uses NetSuite and Bill.com and supports accurate AP data flow into the general ledger. The work environment ranges from fully remote to hybrid, with collaboration through meetings and Slack.

Requirements

Associate’s or bachelor’s degree in Accounting, Finance, or a related field.
1–3+ years of experience in accounts payable and/or general accounting.
Experience matching invoices to purchase orders and receiving documentation (three-way match).
Familiarity with GL coding and cost center or department allocation.
Proficiency with accounting or ERP software such as NetSuite, a bill-processing tool such as Bill.com, and Microsoft Excel.
Strong attention to detail and accuracy when entering and verifying financial data.
Effective written and verbal communication skills for resolving vendor discrepancies.
Ability to manage multiple invoices and deadlines in a fast-paced environment.
Organizational skills sufficient to maintain audit-ready documentation.
Ability to communicate effectively with vendors and personnel across the organization to determine accurate invoice information, bill credits, and department charges.

Responsibilities

Receive and sort incoming vendor invoices received physically or electronically.
Validate invoice details against purchase orders, contracts, and confirmation that goods or services were received.
Enter invoice line items, amounts, GL codes, departments, and allocations into Bill.com and NetSuite.
Allocate expenses for large vendors across subsidiaries using invoice descriptions, subsidiary usage, headcounts, and other relevant information.
Verify entries to prevent errors, miscoding, and duplicate payments.
Oversee the finance email inbox, sort AP inquiries, and route other requests to the appropriate departments.
Communicate with vendors to research and resolve discrepancies or missing information.
Prepare and process payments for approved invoices according to payment terms and approval workflows.
Maintain organized records and provide supporting documentation for internal and external audits.
Develop and maintain SOPs for AP procedures, including subsidiary invoice allocation calculations.
Coordinate with the Senior GL Accountant and vendor-facing teams to obtain estimates for recurring accrual items.
Assist with monthly AP aging and ensure the report ties to the trial balance and open items are supported.
Investigate and resolve aged or unusual AP items with the GL Manager, Senior GL Accountant, and vendor owners.
Maintain audit-ready documentation for AP aging support.
Identify opportunities to improve efficiency, accuracy, and consistency across owned close areas.
Use NetSuite and Bill.com functionality effectively and support system improvements as directed.
Ensure AP data flows accurately from Bill.com into the general ledger.
Communicate with vendors and internal personnel to determine accurate invoice information, bill credits, and department charges.