An Accounts Payable & Receivable Specialist manages both sides of company’s cash movement: outgoing vendor payments and incoming customer payments. On the accounts payable side, they process invoices, maintain vendor records, prepare payments, and help prevent duplicate or late payments. On the accounts receivable side, they issue customer invoices, record payments, manage customer accounts, review aging reports, and handle payment follow-up.
This role keeps AP and AR records accurate, supports cash flow visibility, and helps leadership understand what the business owes and what customers still need to pay.
A strong AP/AR specialist also supports reconciliations, general ledger accuracy, and month-end reporting while working closely with finance, operations, vendors, and customers.
Accounts Payable & Receivable Specialist Job Description Template
This Accounts Payable & Receivable (AP/AR) Specialist Job Description Template outlines the core responsibilities, skills, and qualifications required to recruit a detail-accurate finance operations professional. Adjust it to fit your company’s ERP, approval matrix, and cash management policies.
Company Overview
At [Company Name], we protect liquidity and strengthen vendor and customer relationships through disciplined order-to-cash and procure-to-pay processes. We specialize in [highlight services/products, e.g., multi-entity B2B services, SaaS subscription billing, inventory-driven e-commerce].
With a focus on cash conversion, close timeliness, and audit readiness, our team integrates invoice workflows, credit controls, and collections strategies to deliver predictable working capital. We operate on ERP platforms such as NetSuite, SAP, Oracle, or Microsoft Dynamics with AP/AR automation (Bill.com, Tipalti, Airbase) and payment gateways (Stripe, PayPal, Adyen).
We value evidence-based decision making, internal controls, and cross-department collaboration—creating a culture where clean subledgers translate directly into reliable financial statements and on-time payments.
Job Summary
Job Title: Accounts Payable & Receivable Specialist
Location: [Insert Location or “Remote”]
Job Type: [Full-Time/Part-Time/Contract]
We’re seeking an AP/AR Specialist to manage end-to-end invoice processing, cash application, and collections. You’ll own vendor bill intake and three-way match, customer invoicing and credits, payment runs, and reconciliations that keep the general ledger accurate and cash flow visible.
The ideal candidate is systems-fluent, organized, and consistent with deadlines—able to turn high-volume transactions into audit-ready records and actionable aging reports.
Key Responsibilities
- Process vendor bills with three-way PO/receipt/invoice matching; code to GL, cost center, project; route approvals per policy.
- Schedule and execute payment runs (ACH/check/wire/virtual card); maintain vendor master data, terms, W-9/1099 compliance, and early-pay discounts.
- Generate customer invoices (SaaS/milestone/usage-based); issue credit/debit memos; manage tax, freight, and pricing rules.
- Apply customer payments from bank feeds and gateways (Stripe, PayPal, Adyen); research unapplied cash and chargebacks.
- Own AR aging and collections cadence; document dunning workflows; coordinate with Sales Ops/CS on disputes and short-pays.
- Reconcile AP/AR subledgers to the GL; prepare month-end schedules and support accruals, prepaids, and revenue/expense cut-off.
- Maintain audit-ready documentation, SOX/SOC control evidence, and standardized SOPs for procure-to-pay and order-to-cash.
- Create weekly cash forecasts and KPI reports (DSO, DPO, CEI, on-time payment rate); identify trends and propose process improvements.
Required Skills and Qualifications
- 3+ years in AP/AR or shared services with high-volume transaction processing and month-end close support.
- Hands-on experience with ERP systems (NetSuite, SAP, Oracle, Microsoft Dynamics) and AP/AR automation (Bill.com, Tipalti, Airbase).
- Strong Excel/Google Sheets skills (pivot tables, XLOOKUP, reconciliations) and comfort with payment gateways and bank portals.
- Knowledge of GAAP basics, sales/use tax, W-9/1099 reporting, and credit/collections best practices.
- Clear communication with vendors/customers and cross-functional partners; dependable execution against SLAs and deadlines.
Preferred Qualifications
- Experience with subscription billing, EDI invoicing, or marketplace payouts; familiarity with chargeback management.
- Background in multi-entity or multi-currency environments, including FX and intercompany settlements.
- Exposure to controls documentation and audit requests; comfort improving workflows with automation or RPA.
Use this AP/AR Specialist template to hire someone who safeguards cash flow, reduces aging risk, and delivers accurate, auditable subledgers that leadership can trust.
Accounts Payable and Receivable Duties and Responsibilities
Accounts payable and receivable duties cover two connected finance workflows. AP focuses on money going out. AR focuses on money coming in. Both functions need accurate records, clear approvals, and consistent follow-up so the business can pay vendors on time, collect customer payments, and keep cash flow visible.
Small businesses often combine AP and AR into one specialist role because one trained finance professional can manage invoice processing, payment tracking, reconciliations, and routine reporting.
Higher-volume companies may split AP and AR into separate roles once vendor bills, customer invoices, collections, or month-end close tasks become too heavy for one person.
| Area | Accounts Payable Duties | Accounts Receivable Duties | Business Impact |
|---|---|---|---|
| Invoice handling | Receive vendor bills, check invoice accuracy, match invoices against purchase orders, support three-way matching, code expenses, and route invoices for approval. | Create customer invoices, review billing details, send invoices on time, update customer accounts, and correct invoice errors before they delay payment. | Reduces billing errors, prevents payment delays, and keeps both vendor and customer records clean. |
| Payment processing | Prepare payment runs, schedule ACH payments, checks, wire transfers, and credit card payments, and confirm that approved invoices are paid on time. | Record incoming payments, apply payments to the correct customer invoices, track deposits, and update payment status in the accounting system. | Helps prevent duplicate payments and missed collections while improving cash flow visibility. |
| Reconciliation | Reconcile vendor statements, investigate payment discrepancies, confirm open bills, and support bank reconciliation for outgoing payments. | Reconcile customer accounts, match deposits to invoices, resolve unapplied payments, and review aging reports for overdue balances. | Keeps AP and AR records accurate and reduces cleanup work during month-end close. |
| Communication | Respond to vendor questions, request missing invoice details, clarify payment timing, and work with internal teams on approval issues. | Follow up with customers on unpaid invoices, answer billing questions, resolve payment disputes, and coordinate collections follow-up professionally. | Protects vendor relationships, improves customer payment behavior, and reduces finance team bottlenecks. |
| Reporting | Prepare AP aging reports, summarize upcoming vendor payments, flag overdue bills, and provide visibility into short-term cash obligations. | Prepare AR aging reports, track overdue customer balances, report collection status, and highlight accounts that need leadership attention. | Gives owners, operators, and finance leaders a clearer view of payables, receivables, and working capital. |
| Month-end support | Review open vendor bills, confirm expense coding, support accruals, update the general ledger, and help close AP records for the month. | Review unpaid customer invoices, confirm payment application, clean up customer account balances, and support AR close activities. | Makes month-end close cleaner, faster, and less dependent on last-minute corrections. |
| Internal controls | Follow invoice approval workflows, verify vendor details, separate payment preparation from final approval, and maintain payment documentation. | Maintain accurate customer records, document payment disputes, track collection activity, and protect billing data integrity. | Reduces fraud risk, improves audit readiness, and keeps finance workflows accountable. |
For employers, the key is role clarity.
An AP/AR specialist can own daily transaction flow, vendor communication, customer payment follow-up, and routine reconciliations, but final payment approval, banking permissions, and policy exceptions should stay with authorized company leaders.
Accounts Payable vs Accounts Receivable: What’s the Difference?
Accounts payable vs accounts receivable comes down to one simple difference: accounts payable is money leaving the business, while accounts receivable is money coming into the business.
Accounts payable tracks bills the company needs to pay.
These are payables owed to vendors, suppliers, contractors, software providers, landlords, and other business partners. For example, if your company receives a bill from a software vendor or office supplier, that invoice becomes part of accounts payable until it is approved and paid.
Accounts receivable tracks money customers owe the company.
These are receivables tied to customer invoices, unpaid balances, payment terms, and collections. For example, if your company sends a $5,000 invoice to a client with net-30 payment terms, that amount sits in accounts receivable until the customer pays.
A simple way to think about it:
AP is your company’s outgoing payment lane. AR is your company’s incoming payment lane.
Both affect cash flow, but from opposite directions.
If AP is poorly managed, vendors may be paid late, duplicate payments may slip through, and expenses may be recorded incorrectly. If AR is poorly managed, customer payments may be delayed, aging reports may become unreliable, and leadership may have a weaker view of expected cash coming in.
AP protects vendor relationships and payment accuracy.
AR protects revenue collection and customer account accuracy. A combined AP/AR specialist helps manage both workflows, but the work is not identical. AP requires strong invoice review, approval tracking, vendor communication, and expense coding.
AR requires accurate billing, payment application, collections follow-up, customer communication, and aging report management.
For a growing business, the role is similar to having someone watch both doors of the finance function. One door controls what the business owes.
The other controls what the business is owed. When both are managed cleanly, owners and finance leaders get a clearer picture of cash flow, liabilities, customer balances, and upcoming payment pressure.
Accounts Payable and Receivable Specialist Salary
The average accounts payable and receivable specialist salary in the U.S. typically sits in the mid-five-figure range, but the right pay band depends on the scope of the role.
As of June 2026, Salary.com lists the average U.S. salary for an Accounts Payable/Receivable Specialist I at $56,600 per year, or about $27 per hour, with a common 25th to 75th percentile range of $50,700 to $61,300.
ZipRecruiter lists the average for an Accounts Payable Receivable Specialist at $48,326 per year, or $23.23 per hour, with most roles falling between $40,500 and $53,500.
For planning purposes, employers should compare AP/AR pay against nearby role benchmarks.
Robert Half’s 2026 salary data lists mid-level accounts payable specialists at $56,500, accounts receivable specialists at $60,250, accounts payable clerks at $49,250, and accounts receivable clerks at $51,500.
Salary should reflect the complexity of the role. A combined AP/AR role usually requires broader workflow ownership than a basic clerk position because the person is managing vendor payments, customer payments, invoice accuracy, reconciliations, aging reports, and payment follow-up.
Higher pay may be justified when the role includes ERP ownership, collections, reconciliations, and month-end close support.
| Role Type | Typical Scope | U.S. Salary Consideration | Best Fit |
|---|---|---|---|
| AP clerk | Handles vendor bills, invoice entry, purchase order matching, payment documentation, and basic vendor communication. | Robert Half lists a 2026 mid-level benchmark of $49,250 for accounts payable clerks. | Companies that need transactional AP support but already have a finance manager, controller, or bookkeeper reviewing the work. |
| AR clerk | Supports customer invoicing, payment posting, deposits, account updates, and basic aging report maintenance. | Robert Half lists a 2026 mid-level benchmark of $51,500 for accounts receivable clerks. | Companies with growing customer invoice volume that need billing and payment records kept clean. |
| AP specialist | Owns more of the AP workflow, including invoice approvals, vendor statement reconciliation, payment runs, expense coding, and discrepancy resolution. | Robert Half lists a 2026 range of $51,750 to $63,250, with a mid-level benchmark of $56,500. | Businesses where vendor payments, invoice approvals, or expense coding are becoming too much for general admin or bookkeeping support. |
| AR specialist | Owns customer invoicing, payment application, aging reports, collections follow-up, dispute resolution, and AR ledger accuracy. | Robert Half lists a 2026 range of $54,750 to $65,750, with a mid-level benchmark of $60,250. | Companies where delayed collections, unpaid invoices, and customer account cleanup are hurting cash flow. |
| AP/AR specialist | Manages both payables and receivables, including vendor bills, payment preparation, customer invoices, payment follow-up, reconciliations, and reporting. | Salary.com lists the June 2026 U.S. average at $56,600 per year, with a common 25th to 75th percentile range of $50,700 to $61,300. | Small businesses, startups, agencies, e-commerce companies, and lean finance teams that need one person to keep both AP and AR moving. |
| Bookkeeper with AP/AR support | Handles broader bookkeeping work, such as bank feeds, categorization, reconciliations, financial records, and sometimes AP and AR support. | Robert Half lists a 2026 mid-level benchmark of $62,750 for bookkeepers and $71,000 for full charge bookkeepers. | Companies that need broader accounting support rather than a narrow AP/AR workflow owner. |
| Senior AP/AR specialist | Handles higher transaction volume, complex reconciliations, ERP workflows, collections escalation, month-end close support, and reporting cleanup. | Salary.com lists AP/AR Specialist III at $75,685 and AP/AR Specialist IV at $90,753 as June 2026 experience-based benchmarks. | Higher-volume companies that need stronger ownership, cleaner controls, and less manager oversight. |
Location, experience, software stack, and transaction volume all change the final pay range. A small company using QuickBooks may not need to pay for deep enterprise ERP experience.
A company using NetSuite, SAP, Oracle, or Microsoft Dynamics may need to budget more, especially if the role includes reporting cleanup, payment controls, collections escalation, and month-end close support.
Remote LATAM hiring can expand the talent pool while keeping strong role fit and time zone overlap. For U.S. employers, the goal should not be finding the lowest-cost option.
The goal is hiring AP/AR support with the right accounting background, software experience, communication skills, and reliability to protect cash flow without adding unnecessary senior U.S. salary overhead.
AP/AR Specialist vs Accounts Payable Specialist vs Accounts Receivable Specialist
An AP/AR specialist job description should be clear about whether the role owns accounts payable, accounts receivable, or both. These roles overlap, but they solve different finance problems.
An accounts payable specialist focuses on vendor-side payments. This includes vendor invoices, payment processing, purchase order matching, expense coding, and vendor statement reconciliations.
Hire an AP specialist when vendor payments are the main bottleneck.
An accounts receivable specialist focuses on customer-side billing and collections.
This includes customer invoices, cash application, aging reports, payment follow-up, and account reconciliations. Hire an AR specialist when invoicing, collections, and aging reports are the issue.
An AP/AR specialist handles both sides.
This is common in small businesses, startups, agencies, e-commerce companies, and lean finance teams where one person can keep both workflows moving. Hire an AP/AR specialist when both workflows need consistent ownership. Separate the roles when transaction volume becomes too high for one person.
| Role | Main Focus | Common Duties | Best For |
|---|---|---|---|
| Accounts payable specialist | Money going out to vendors, suppliers, contractors, and service providers. | Processing vendor invoices, matching purchase orders, coding expenses, preparing payment runs, resolving vendor discrepancies, and reconciling vendor statements. | Companies with high vendor volume, frequent invoice approvals, delayed payments, messy AP records, or a finance team that needs stronger payment control. |
| Accounts receivable specialist | Money coming in from customers, clients, accounts, and payment channels. | Creating customer invoices, applying payments, managing aging reports, handling collections follow-up, resolving billing disputes, and reconciling customer accounts. | Companies with late customer payments, inconsistent collections, invoice errors, unapplied payments, or weak visibility into expected cash receipts. |
| AP/AR specialist | Both outgoing vendor payments and incoming customer payments. | Managing vendor bills, customer invoices, payment processing, cash application, aging reports, collections follow-up, reconciliations, and routine finance reporting. | Small businesses, startups, agencies, e-commerce companies, and lean finance teams that need one reliable person to manage both AP and AR workflows. |
| Separate AP and AR specialists | Dedicated ownership of each finance workflow. | One person owns vendor-side AP tasks, while another owns customer-side AR tasks, collections, and cash application. | Higher-volume companies where one AP and AR specialist would create bottlenecks, errors, missed follow-up, or slow month-end close. |
For most growing companies, the decision comes down to volume and risk. If vendor invoices are piling up, AP needs dedicated ownership.
If unpaid customer invoices are stretching cash flow, AR needs more attention. If both sides are messy but the workload is still manageable, an AP/AR specialist gives the business one accountable finance support role before it needs a larger internal team.
Skills and Qualifications to Look For in an AP/AR Specialist
The strongest accounts payable and receivable specialist skills go beyond basic data entry.
A good AP/AR hire needs accuracy under repetitive transaction volume, strong software habits, clear communication with vendors and customers, and enough accounting judgment to catch issues before they affect cash flow, reporting, or month-end close.
For most U.S. companies, the right AP/AR specialist should be able to process invoices, apply payments, reconcile accounts, follow approval workflows, and document their work without constant manager supervision.
The role is detail-heavy, deadline-driven, and highly visible because small mistakes can lead to duplicate payments, missed collections, vendor disputes, or inaccurate financial records.
Invoice accuracy matters first. The specialist should be able to review vendor bills, customer invoices, purchase orders, payment records, and account details without letting small errors pass through the system.
One incorrect invoice, duplicate payment, or unapplied customer payment can create hours of cleanup later.
Reconciliation ability is just as important.
AP/AR work requires someone who can compare invoices, payments, deposits, vendor statements, customer balances, and bank records. The candidate should be strong enough in Excel or Google Sheets to reconcile data, investigate discrepancies, and prepare clean reports for review.
Software experience should match the company’s finance stack.
The candidate should be comfortable working inside cloud accounting tools such as QuickBooks, NetSuite, SAP, Oracle, or similar platforms.
They do not need every tool on the market, but they should understand how AP, AR, vendor records, customer accounts, and the general ledger connect.
Communication is a major part of the role.
AP/AR specialists work with finance, operations, vendors, and customers.
They need to request missing invoice details, follow up on overdue payments, explain billing issues, and handle discrepancies professionally.
Collections judgment also matters. Accounts receivable work requires tact because the person may be following up with customers who are late, confused, or disputing a charge. A strong candidate knows when to send a reminder, when to escalate, and how to document the conversation without damaging the customer relationship.
Approval workflow discipline is critical on the AP side. The specialist should be able to follow internal approval steps, keep payment records organized, and avoid pushing bills through without the right documentation.
Confidentiality should be non-negotiable. AP/AR specialists may see vendor banking details, customer payment information, pricing terms, tax documents, and internal financial records. They need to handle sensitive information carefully.
Deadline management separates reliable AP/AR hires from risky ones. The role has recurring pressure points: invoice due dates, payment runs, customer follow-ups, deposits, aging reports, reconciliations, and month-end close. The best candidates are reliable with deadlines, documentation, and follow-up.
For remote AP/AR roles, add one more requirement: the candidate must be able to work independently inside a documented system.
Remote finance support works best when the hire can follow SOPs, ask clear questions, update records on time, and keep managers informed without needing constant live supervision.
Tools an Accounts Payable and Receivable Specialist Should Know
The right accounts payable and receivable software experience depends on your company’s actual finance stack. A small business may need someone who knows QuickBooks, Bill.com, Excel, and bank portals. A larger company may need NetSuite, SAP, Oracle, Microsoft Dynamics, Tipalti, Airbase, or payment gateway experience.
Match tool requirements to the actual finance stack.
Do not overhire for enterprise ERP if the business runs on QuickBooks. At the same time, do not hire someone with only basic spreadsheet experience if they need to work inside NetSuite, handle multi-entity workflows, or support a high-volume AP/AR process.
Payment gateway experience matters for e-commerce and subscription businesses because customer payments may come through Stripe, PayPal, Adyen, Shopify, or other platforms.
Excel and Google Sheets still matter for reconciliations, reporting, and cleanup, even when the company already uses accounting automation.
| Tool Category | Examples | Used For | Hiring Note |
|---|---|---|---|
| Accounting software | QuickBooks, Xero, FreshBooks | Vendor records, customer accounts, invoices, payment posting, expense coding, reconciliations, and basic financial records. | Best for small businesses, agencies, startups, and service companies with simpler accounting workflows. |
| ERP systems | NetSuite, SAP, Oracle, Microsoft Dynamics | Higher-volume AP/AR workflows, approval routing, multi-entity records, reporting, purchase orders, and general ledger support. | Prioritize ERP experience when the role involves complex workflows, multiple departments, or heavier month-end close support. |
| AP automation tools | Bill.com, Tipalti, Airbase, Ramp | Vendor invoice capture, approval workflows, payment preparation, payment tracking, and AP documentation. | Useful when invoice volume is high or the company wants stronger payment control without slowing down approvals. |
| Payment gateways | Stripe, PayPal, Adyen, Shopify Payments | Customer payment tracking, deposits, refunds, chargebacks, failed payments, and payment reconciliation. | Important for e-commerce, SaaS, subscription, and online service businesses with multiple payment channels. |
| Spreadsheets | Excel, Google Sheets | Aging reports, payment tracking, reconciliation cleanup, invoice lists, variance checks, and finance reporting support. | Still essential. A good AP/AR specialist should be comfortable filtering data, using formulas, spotting mismatches, and preparing clean reports. |
| Bank portals | Business banking portals, ACH systems, wire portals, credit card platforms | Payment preparation, transaction review, deposit matching, payment confirmation, and bank reconciliation support. | Access should be controlled. The specialist can prepare and reconcile payments, while final approval should stay with authorized leaders. |
| Communication and documentation tools | Email, Slack, Microsoft Teams, Google Drive, SharePoint, Notion | Vendor communication, customer follow-up, approval documentation, SOPs, invoice records, and internal status updates. | Critical for remote AP/AR support. The candidate should document work clearly and keep stakeholders updated without creating more admin for the finance team. |
Tool knowledge should support the job, not inflate it. For example, a local services company using QuickBooks and Bill.com needs accuracy, follow-through, and clean communication more than deep SAP experience.
A multi-location company using NetSuite needs someone who can handle structured workflows, reporting requirements, and more complex reconciliations.
For remote hiring, tool fluency matters even more.
A remote AP/AR specialist should be able to work inside cloud accounting software, follow digital approval workflows, update records in real time, and keep finance leaders informed without waiting for manual hand-holding.
When Should You Hire an Accounts Payable and Receivable Specialist?
You should hire an accounts payable and receivable specialist when routine finance work starts taking time away from leadership, operations, or senior finance staff.
AP/AR work looks simple when volume is low, but once invoices, vendor payments, customer follow-up, and reconciliations start piling up, small delays can turn into cash flow problems.
A growing business usually needs AP/AR support when invoices are being sent late, vendors are following up on missed or delayed payments, or customer balances are aging without consistent follow-up.
These are signs that the company does not just need “admin help.” It needs a finance operations support role with ownership over the daily movement of money in and out of the business.
Hiring an AP/AR specialist also makes sense when month-end close is slowed by messy AP or AR records.
If payment records, vendor statements, customer accounts, deposits, and invoice details are not clean before close, your finance manager, bookkeeper, or controller ends up spending valuable time fixing avoidable errors.
Another trigger is when the founder, operations manager, or controller is still handling routine payment admin.
That usually means higher-value people are spending time on invoice follow-up, vendor questions, payment status checks, and spreadsheet cleanup instead of forecasting, planning, hiring, selling, or managing the business.
For many small businesses, startups, agencies, e-commerce companies, and service firms, an AP/AR specialist is the right middle step.
You need finance support before the workload justifies another senior U.S. hire, but you still need someone accurate, reliable, and experienced enough to protect cash flow.
Common signs it is time to hire include:
A good AP/AR specialist gives the business one accountable person for the daily finance workflow.
They do not replace strategic finance leadership, but they protect the foundation those leaders rely on: clean records, timely payments, consistent collections, and better cash flow visibility.
Can Accounts Payable and Receivable Work Be Done Remotely?
Accounts payable and receivable work can be done remotely when the company uses cloud accounting software, secure access, clear approval workflows, and documented payment controls.
Most AP/AR work is already digital: invoices arrive by email, payments are reviewed in accounting systems, customer follow-up happens through email or phone, and reconciliations are completed inside tools like QuickBooks, NetSuite, Bill.com, Excel, and bank portals.
Remote AP/AR works best when approvals and documentation are already digital.
The remote specialist can prepare, process, reconcile, and follow up, while sensitive approvals stay with internal leadership. This is especially important for payment security.
Final payment approval should stay with authorized company leaders, even if the remote AP/AR specialist prepares the payment run, verifies invoice details, and organizes supporting documents.
For U.S. companies, LATAM finance talent gives strong collaboration windows because of time zone overlap. That matters for vendor, customer, and internal communication.
An AP/AR specialist often needs to check details with operations, confirm approvals with managers, respond to vendors, and follow up with customers during normal business hours.
Remote AP/AR is a strong fit when the role is structured properly.
The company should define who approves invoices, who can access bank portals, who communicates with vendors, who follows up on receivables, and how exceptions are escalated.
With clear SOPs, secure logins, and documented workflows, a remote accounts payable and receivable specialist can support finance operations without adding unnecessary office-based overhead.
| Task | Remote Fit | Internal Control Needed | Notes |
|---|---|---|---|
| Invoice processing | Strong fit | Clear invoice approval workflow, vendor verification rules, and expense coding guidelines. | A remote AP/AR specialist can review vendor bills, enter invoices, match purchase orders, code expenses, and route items for approval inside cloud accounting software. |
| Vendor communication | Strong fit | Defined rules for payment status updates, disputed invoices, vendor changes, and escalation. | The specialist can answer vendor questions, request missing invoice details, confirm payment timing, and keep communication documented through email, Slack, or Microsoft Teams. |
| Payment preparation | Strong fit with controls | Separation between payment preparation and payment approval. | The remote specialist can prepare ACH, wire, check, or credit card payment batches, but approval authority should remain with authorized company leaders. |
| Final payment approval | Limited fit | Approval permissions, bank controls, spending limits, and audit trails. | Final payment approval should stay with authorized company leaders. The remote specialist can prepare the documentation and payment queue for review. |
| Customer invoicing | Strong fit | Billing rules, pricing approval, customer account setup process, and invoice review standards. | A remote AP/AR specialist can create invoices, send billing emails, update customer accounts, correct invoice details, and maintain invoice records. |
| Collections follow-up | Strong fit | Approved follow-up language, escalation rules, dispute handling process, and customer relationship guidelines. | The specialist can review aging reports, follow up on overdue invoices, document customer responses, and escalate problem accounts when needed. |
| Reconciliations | Strong fit | Access to accounting records, deposit reports, vendor statements, customer ledgers, and bank activity where appropriate. | Remote AP/AR hires can reconcile vendor statements, customer accounts, deposits, payment records, and bank activity when records are available digitally. |
| Month-end reporting | Strong fit | Reporting templates, close calendar, review process, and manager sign-off. | The specialist can prepare AP aging reports, AR aging reports, payment summaries, collections updates, and reconciliation notes for finance review. |
| Bank access | Controlled fit | Role-based permissions, two-factor authentication, approval limits, and regular access reviews. | Remote specialists may need view-only or limited access for reconciliation and payment preparation. Full banking authority should be tightly restricted. |
The practical rule is simple: let the remote AP/AR specialist own preparation, processing, follow-up, reconciliation, and reporting.
Keep approvals, banking authority, and policy exceptions with internal leadership. That gives the company the benefit of remote finance support while keeping the right controls in place.
Accounts Payable and Receivable Job Description FAQs
What does an accounts payable and receivable specialist do?
An accounts payable and receivable specialist manages vendor payments, customer invoices, payment records, reconciliations, and follow-up. In a typical accounts payable and receivable specialist job description, this role owns both sides of routine cash movement: AP for money going out to vendors, and AR for money coming in from customers.
What should be included in an accounts payable and receivable job description?
A strong accounts payable and receivable job description should include the job summary, AP duties, AR duties, software requirements, reporting expectations, qualifications, and work setup. It should also clarify whether the person will handle payment preparation, collections follow-up, reconciliations, month-end support, or only basic invoice processing.
For remote roles, the AP/AR specialist job description should also mention cloud accounting tools, communication expectations, approval workflows, and required time zone overlap.
What are common accounts payable and receivable duties?
Common accounts payable and receivable duties include processing vendor invoices, preparing payments, issuing customer invoices, applying payments, tracking aging reports, resolving discrepancies, and supporting month-end reconciliations.
On the AP side, the specialist may handle vendor bills, purchase order matching, expense coding, payment runs, and vendor statement reconciliation.
On the AR side, the specialist may handle customer invoices, deposits, cash application, collections follow-up, and customer account cleanup.
What is the difference between accounts payable and accounts receivable?
Accounts payable manages money owed to vendors, while accounts receivable manages money owed by customers. AP is focused on vendor bills, outgoing payments, liabilities, and payment accuracy. AR is focused on customer invoices, incoming payments, receivables, collections, and revenue collection.
Both functions affect cash flow, but from opposite directions. That is why a combined accounts payable receivable specialist job description should clearly explain both AP and AR responsibilities.
How much does an AP/AR specialist make?
AP/AR specialist salary depends on experience, location, transaction volume, software requirements, and whether the role includes collections, reconciliations, ERP workflows, and month-end close support.
A basic AP/AR clerk role usually pays less than a specialist role with broader ownership. Higher compensation may be justified when the person is expected to manage QuickBooks, NetSuite, SAP, Oracle, payment gateways, aging reports, vendor statements, customer accounts, and reporting cleanup.
Can an AP/AR specialist work remotely?
An AP/AR specialist can work remotely when the company uses cloud-based accounting software, secure access, documented workflows, and clear payment approval controls. Remote AP/AR work is strongest when invoices, approvals, customer records, vendor records, bank activity, and reporting are managed digitally.
The remote specialist can prepare, process, reconcile, and follow up. Final payment approval should stay with authorized company leaders.
What software should an AP/AR specialist know?
Common AP AR software includes QuickBooks, NetSuite, SAP, Oracle, Microsoft Dynamics, Bill.com, Tipalti, Stripe, PayPal, Excel, and Google Sheets. The right software experience depends on the company’s finance stack.
A small business may need QuickBooks, Bill.com, and Excel. A larger company may need NetSuite, SAP, Oracle, Microsoft Dynamics, payment gateway experience, and stronger ERP workflow knowledge.
When should a small business hire an AP/AR specialist?
A small business should hire an AP/AR specialist when invoices, payments, collections, reconciliations, or month-end tasks are taking time away from leadership or senior finance staff.
Common triggers include late customer invoices, missed vendor payments, aging receivables, messy payment records, slow month-end close, and the founder, operations manager, or controller still handling routine finance admin. At that point, hiring AP/AR support gives the business a dedicated owner for daily finance workflow.
Hire a Remote Accounts Payable and Receivable Specialist Through Wow Remote Teams
Ready to clean up vendor payments, customer invoicing, collections follow-up, and reconciliations without adding more senior finance overhead?
Wow Remote Teams helps U.S. companies hire pre-vetted LATAM finance talent for remote accounting and finance support.
Through Wow, you can hire a remote accounts payable and receivable specialist with role-specific experience, strong communication, and U.S. time zone overlap.
The goal is not to find the cheapest hire. The goal is to build remote finance capacity with someone who can support your team accurately, communicate clearly, and ramp faster inside your existing workflow.
A remote AP/AR specialist can support invoice processing, payment preparation, customer invoicing, collections follow-up, QuickBooks or NetSuite updates, reconciliations, aging reports, and routine finance documentation. Your internal team keeps control of approvals, banking permissions, and financial policy decisions.
Ready to clean up AP and AR without adding more senior finance overhead? Hire a pre-vetted LATAM accounts payable and receivable specialist through Wow Remote Teams and get remote finance support with strong communication, time zone overlap, and role-specific experience.
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