Common Accounts Payable interview questions, how to answer them, and sample answers from a certified career coach.
Published Feb 4, 2023An interview for an accounts payable position can be nerve-wracking. After all, you’ll need to prove that you have the skills and knowledge necessary to do a great job.
Fortunately, there are certain questions that come up in just about every accounts payable interview. Knowing what these questions are—and how to answer them—can help you feel more confident heading into your meeting with the hiring manager. Read on for some of the most common accounts payable interview questions—along with advice on how to answer each one.
Common Accounts Payable Interview Questions
Accounts payable processes can be complicated, so interviewers want to make sure you have a good understanding of the system and the processes. They want to know that you have experience with the various aspects of accounts payable, such as invoicing, reconciling accounts, and creating financial reports. They also want to know that you understand the importance of accuracy and timeliness in this role.
How to Answer:
To answer this question effectively, you should provide a brief overview of your experience with accounts payable processes. Talk about the types of tasks you’ve completed in the past, such as invoicing, reconciling accounts, and creating financial reports. You should also mention any software or systems you’ve used to complete these tasks, as well as how you were able to ensure accuracy and timeliness. Finally, be sure to emphasize the importance of being detail-oriented and organized when it comes to accounts payable processes.
Example: “I have extensive experience with accounts payable processes, including invoicing, reconciling accounts, and creating financial reports. I’ve used a variety of software programs to complete these tasks, such as QuickBooks, Excel, and SAP. I understand the importance of accuracy and timeliness when it comes to accounts payable processes, so I always make sure to double-check my work for any errors or discrepancies. Additionally, I stay organized by keeping detailed records and ensuring that all documents are filed properly. Overall, I believe my attention to detail and organizational skills make me an ideal candidate for this role.”
Accounts payable specialists must be able to accurately and efficiently reconcile vendor statements and resolve discrepancies. This is a critical part of the job and an interviewer will want to make sure you have the necessary skills to do this task successfully. They may also want to understand the types of reconciliation tools you use and your approach to problem solving.
How to Answer:
You should be prepared to answer this question with specific examples of your experience. Talk about the systems you’ve used, how you handled discrepancies and any challenges that you faced in the process. Be sure to also mention any successes or accomplishments that you had while working on accounts payable processes. Showing that you can think critically and problem solve is key here.
Example: “I have extensive experience reconciling vendor statements and resolving discrepancies. I’m very detail-oriented, so I make sure to go through every line item on the statement to ensure accuracy. I use various reconciliation tools such as Microsoft Excel and QuickBooks to compare data points between the vendor statement and our internal records. If there are any discrepancies, I investigate further and contact the vendor for clarification. I also review prior payments to identify patterns or trends that could be causing the discrepancy. My approach has enabled me to successfully resolve many issues quickly and accurately.”
Accuracy is key when it comes to accounts payable. Any mistakes could lead to costly delays and errors that can have a ripple effect throughout the entire organization. Interviewers want to know that you understand the importance of accuracy and can be trusted to take the necessary steps to ensure accuracy in your work.
How to Answer:
You should explain your process for double-checking data entry and accuracy. For example, you can talk about how you always compare the invoices to purchase orders to make sure they match up correctly. You can also discuss any additional steps or processes that you use to ensure accuracy, such as cross-referencing with other documents or using a particular software tool. Be sure to emphasize that accuracy is important to you and that you take it seriously in all of your work.
Example: “I take accuracy very seriously when it comes to entering data into the accounts payable system. I always make sure to double-check my work by comparing invoices with purchase orders, and I use a specific software tool that helps me quickly identify any discrepancies or errors. In addition, I also cross-reference all documents with other sources of information such as financial statements or reports to ensure accuracy. Ultimately, I strive for 100% accuracy in all of my work because I understand how important it is for an organization’s success.”
An accounts payable position requires someone who is familiar with the ins and outs of a company’s finances, and that includes being comfortable with accounting software programs. This question allows the interviewer to gauge your knowledge and gives you an opportunity to explain any experience you have in this area. It also provides the interviewer with an understanding of what you’re capable of and how you can use technology to help manage the accounts payable process.
How to Answer:
To answer this question, you should provide a brief overview of any accounting software programs you’ve used in the past. Be sure to mention which ones you are comfortable with and how long you’ve been using them. You can also explain any additional training or certifications you may have that demonstrate your proficiency with these programs. Finally, if you don’t have experience with certain programs, be honest about it but emphasize your willingness to learn new tools quickly and efficiently.
Example: “I’m very familiar with a variety of accounting software programs, including QuickBooks and Microsoft Dynamics GP. I have been using both of these for three years now, and I recently completed an advanced certification in QuickBooks to become even more proficient in the program. I am also comfortable learning new software quickly; I understand that you may use other programs as well, and I’d be happy to learn them if needed.”
Accounts payable clerks must ensure that all invoices are accurate and paid on time. This question is a way for the interviewer to understand how you would handle a situation that requires attention to detail and problem-solving skills. The interviewer wants to know if you would be able to quickly identify the issue and work with vendors and other departments to resolve the issue in a timely manner.
How to Answer:
Start by explaining how you would first identify the issue. You could mention that you would look at the invoice to ensure it is properly authorized and has all of the required supporting documentation, such as purchase orders or contracts. Then explain how you would handle the situation. For example, you could say that you would contact the vendor to confirm they sent the correct invoice and request any missing documents. If there is an issue with authorization, you would work with the relevant department to find out who can authorize the invoice. Finally, you should explain that you would document all steps taken in order to resolve the issue and keep a record for future reference.
Example: “If I received an invoice without proper authorization or supporting documentation, the first thing I would do is look at the invoice to make sure it has all of the necessary information. If something is missing, I would contact the vendor to confirm they sent the correct invoice and request any additional documents that are needed. If there is an issue with authorization, I would work with the relevant department to identify who can authorize the invoice. Finally, I would document all steps taken in order to resolve the issue and keep a record for future reference.”
Accounts payable departments are often overwhelmed with tasks, so it’s important that you can show you know how to prioritize and manage your workload. The interviewer wants to know that you can handle stressful situations, stay organized, and remain focused on the task at hand. They also want to know that you’re able to plan and strategize in order to complete tasks in a timely manner.
How to Answer:
Talk about how you like to prioritize tasks by importance and urgency. Explain that when faced with a busy workload, you use methods such as creating lists of tasks, assigning deadlines for each task, and delegating tasks to other members of the team. You can also discuss strategies such as breaking down large projects into smaller, more manageable tasks or using project management software to help keep track of all your tasks. Additionally, talk about how you stay organized, set goals, and take breaks throughout the day in order to stay focused on the task at hand.
Example: “When I’m in a busy accounts payable department, I like to prioritize tasks by importance and urgency. I create lists of tasks that need to be completed, assign deadlines for each task, and delegate tasks to other members of the team if needed. Additionally, I break down large projects into smaller, more manageable tasks, use project management software to keep track of all my tasks, stay organized, set goals for myself, and take breaks throughout the day to remain focused on the job at hand.”
Accounts payable is a highly regulated field, and staying up-to-date on changes in tax laws and other regulations is essential. An interviewer may ask this question to gauge your understanding of the importance of staying on top of changes in the field, as well as to assess your research skills. They may also be interested in how you stay informed, such as by attending seminars, reading industry publications, or relying on colleagues for updates.
How to Answer:
Your answer should demonstrate your commitment to staying informed on the most current regulations and laws. You can talk about any seminars or conferences you have attended, as well as any industry publications that you read regularly. Additionally, feel free to mention any colleagues in the field who keep you up-to-date with changes in the industry. Finally, be sure to highlight any research skills you possess that help you stay informed.
Example: “I make it a priority to stay up-to-date on changes in tax laws that may affect accounts payable procedures. I regularly attend seminars and conferences related to the field, as well as read industry publications such as The Accounts Payable Journal. Additionally, I have cultivated relationships with colleagues who are knowledgeable about the latest developments in the field and can provide me with updates when necessary. Finally, my research skills help me stay informed and ensure that I am following all applicable regulations and laws.”
Accounts payable is a role that requires both technical knowledge and interpersonal skills. You need to understand the numbers and how to reconcile them, but also need to be able to communicate effectively with vendors and other people in the company. By asking you to describe your experience working with vendors to resolve payment issues, the interviewer is looking to get a sense of how you handle these interactions and whether or not you have the necessary skills to be successful in this role.
How to Answer:
When answering this question, you should focus on how your past experience has prepared you to handle the situation. Talk about any challenges you faced in the past and how you overcame them. You can also give examples of successful resolutions that you were able to negotiate with vendors. Additionally, emphasize how you are skilled at managing relationships and resolving conflicts.
Example: “In my previous role as an accounts payable specialist, I had to work with vendors on a regular basis to resolve payment issues. I was able to successfully negotiate payment plans and discounts for overdue invoices. I also had to manage relationships with vendors to ensure that the company was in compliance with their payment terms. I’m well-versed in the process of researching and resolving discrepancies and have a track record of successful resolutions.”
Accounts payable is a critical role in any organization, and an interviewer will want to know that you understand the importance of compliance with company policies and procedures. They’ll want to know that you have an understanding of the importance of accuracy and timeliness of payments and can adhere to internal controls. This question is their way of finding out if you’re familiar with the company’s accounts payable processes and can follow them to the letter.
How to Answer:
Start by discussing your experience with accounts payable and how you’ve followed the company’s policies and procedures in the past. Talk about any internal controls that you have implemented to ensure accuracy and timeliness of payments, as well as any processes you’ve put into place for auditing or monitoring compliance. Finally, explain why you think it is important to follow these procedures and what steps you take to make sure they are adhered to.
Example: “I have a strong understanding of accounts payable and the importance of following company policies and procedures. In my current role, I have implemented internal controls to ensure accuracy and timeliness of payments, and I regularly audit our accounts payable processes to ensure compliance with company policies. I also ensure that all payments are properly documented and that any discrepancies are addressed in a timely manner. I understand the importance of compliance and take the necessary steps to ensure that our accounts payable processes are followed correctly.”
Accounts payable departments must be organized and efficient. Interviewers will want to know that you are able to identify and handle duplicate invoices quickly and accurately, as well as follow up on them to make sure they are paid in a timely manner. They also want to know that you can handle multiple invoices for the same item or service in an organized manner, ensuring that all invoices are processed accurately and quickly.
How to Answer:
I would first check to make sure the invoices are for the same item or service. If they are, I would compare them to see if there are any discrepancies in pricing, quantity, or other details. If so, I would contact the vendor and ask for clarification. Once I have all the necessary information, I would validate that the invoice is accurate and then process it for payment.
Example: “When I encounter multiple invoices for the same item or service, I ensure that all the information is accurate and up-to-date before processing them for payment. I first check to make sure the invoices are for the same item or service, and then I compare them to identify any discrepancies in pricing, quantity, or other details. If any discrepancies are found, I contact the vendor for clarification. Once I have all the necessary information, I validate that the invoice is accurate and then process it for payment. I also make sure that all invoices are processed in a timely manner, so that vendors are paid on time and there are no delays in payment.”
Accounts payable professionals are expected to be familiar with the processes and procedures of managing expense reports. This includes understanding the software used to track and process expense reports, as well as having the ability to audit employee requests and ensure they are compliant with company policy. The interviewer wants to know that you have the relevant experience to do the job.
How to Answer:
Start by explaining the experience you have with managing employee expense reports. If you’ve had previous jobs that required this type of work, talk about what processes and software you used to manage them. Be sure to emphasize any successes you’ve had in terms of streamlining processes or finding ways to save money on expenses. Additionally, explain how you would go about ensuring compliance with company policy when reviewing expense reports.
Example: “I have extensive experience managing employee expense reports. In my previous role as an accounts payable specialist, I managed the entire expense report process from start to finish. I was responsible for auditing employee requests, ensuring they were in compliance with company policy, and managing the software used to track and process reports. I was also able to streamline the process and develop a system to save the company money on certain expenses. I’m confident that my experience and knowledge would be a great asset to the accounts payable team at your company.”
Accounts payable is a critical role in any organization, and it’s important to ensure accuracy and integrity in the process. Interviewers want to know that you have a system in place for identifying potential errors or fraud in accounts payable records, and that you know what to do if you discover any problems.
How to Answer:
You should explain the strategies you use to identify potential fraud or errors in accounts payable records. For example, you could mention that you regularly review invoices for accuracy and compare them to purchase orders, that you verify vendor information on a regular basis, or that you conduct periodic audits of accounts payable data. You can also discuss any internal controls that you have implemented to help detect and prevent fraud. Finally, be sure to mention any tools or software that you use to help with this process.
Example: “I use a variety of strategies to identify potential fraud or errors in accounts payable records. These include regularly reviewing invoices for accuracy and comparing them to purchase orders, verifying vendor information on a regular basis, and conducting periodic audits of accounts payable data. I also have a number of internal controls in place to help detect and prevent fraud, such as requiring two sets of eyes to review invoices before payment and a comprehensive accounts payable policy. I also use accounts payable software to help me quickly identify any discrepancies or errors in the data.”
Accounts payable is all about making sure payments to vendors and other external parties are made on time and accurately. This is a critical function that can affect the company’s reputation and cash flow. Interviewers will want to know that you have a system in place for tracking invoices and payments, and that you can manage cash flow in a way that benefits the company.
How to Answer:
You should be prepared to discuss your experience with tracking invoices and payments, as well as any systems or processes you have in place for managing cash flow. You should also explain how you prioritize payments based on urgency and importance. Additionally, if you’ve ever implemented a new system that improved the process of paying vendors or monitored cash flow more efficiently, this is a great opportunity to highlight it.
Example: “I have extensive experience managing accounts payable and ensuring that payments to vendors are made on time and accurately. I have implemented a system for tracking invoices and payments that ensures accuracy and timeliness. I also prioritize payments based on urgency and importance, and I regularly monitor cash flow to ensure that the company is operating within its budget. Additionally, I recently implemented a new system that has improved the process of paying vendors and allowed us to monitor cash flow more efficiently.”
This question is designed to gauge your understanding of proper accounts payable procedures. It’s important for a company to ensure accuracy in its payments to vendors, and a successful accounts payable specialist should have a systematic approach to verifying invoices. The interviewer will want to know the steps you take to ensure accuracy and that you’re familiar with the company’s accounts payable policies.
How to Answer:
The best way to answer this question is to explain the specific steps you take to verify invoices. You could mention that you check for accuracy of the invoice amount, due date, and vendor information; compare the invoice with the purchase order or other supporting documents; review the invoice for any discrepancies; and contact the vendor if necessary to resolve any issues. Additionally, you can highlight any additional procedures you use to ensure accuracy such as double-checking calculations or using a software program to scan for errors.
Example: “I take a systematic approach to verifying invoices before they are paid. I always check the invoice amount, due date, and vendor information for accuracy, and I compare the invoice against the purchase order or other supporting documents. I also review the invoice for any discrepancies or errors and contact the vendor if necessary to resolve any issues. To double-check my work, I often use a software program to scan for errors and I always double-check my calculations. I’m very detail-oriented and take pride in ensuring accuracy in my accounts payable work.”
Disputes between vendors and internal departments are unavoidable when it comes to accounts payable. Hiring managers want to see that you have the ability to handle these situations in a professional and timely manner. They want to know that you can take initiative to resolve the issues, utilizing all available resources to find the most efficient solution.
How to Answer:
To answer this question, you should provide an example of a time when you had to handle a dispute between a vendor and internal department. Explain the steps you took to investigate the issue and resolve it. Show that you have the ability to stay calm under pressure and remain professional in difficult situations. Additionally, emphasize your problem-solving skills and how you worked with both parties to come up with a resolution.
Example: “Recently, I had to handle a dispute between a vendor and an internal department over billing amounts. I worked closely with both parties to understand the issue and investigate the discrepancy. After gathering all the necessary information, I was able to identify the root cause of the dispute and come up with a resolution that was acceptable to both sides. I used my problem-solving skills to bring the two parties together and come to an agreement. I also made sure to document the entire process for future reference, in case any similar issues arise.”
Accounts payable is a vital part of a company’s financial operations and it’s important that the person hired be able to not only manage the accounts but also be able to identify ways to reduce costs associated with it. This question shows the interviewer that you have the knowledge and experience to do just that.
How to Answer:
Start by talking about the techniques you have used in the past to reduce costs associated with accounts payable. You can discuss things like negotiating discounts, taking advantage of bulk purchase discounts, utilizing early payment discounts, and automating payments whenever possible. Be sure to emphasize any successes you have had in reducing costs for previous employers. Additionally, if you are familiar with any software or technology that can help streamline processes, be sure to mention that as well.
Example: “I have a lot of experience working with accounts payable and I have a few techniques that I have used in the past to reduce costs associated with it. I have successfully negotiated discounts with vendors and suppliers, taken advantage of bulk purchase discounts, and utilized early payment discounts when available. I also have experience automating payments whenever possible to streamline the process and minimize costs. Additionally, I am familiar with various software and technology that can help streamline processes and make it easier to track payments and expenses. I believe my experience and knowledge can help reduce costs associated with accounts payable and improve the overall efficiency of the process.”
Good accounts payable professionals need to be able to keep track of when invoices and other documents due for payment. Employers want to make sure that their potential hires have the organizational skills and attention to detail necessary to keep track of when payments are due and make sure they are paid on time. This question will help them gauge your ability to do this.
How to Answer:
You should talk about the methods you use to stay organized and track due dates. This could include using a calendar system, setting reminders, or tracking payments in a spreadsheet. You should also mention any software systems that you are familiar with that can help with accounts payable tasks. Finally, you should emphasize your attention to detail and organizational skills when it comes to managing accounts payable documents.
Example: “I have a few different methods I use to keep track of due dates for invoices and other accounts payable documents. I use a calendar system to set reminders for when payments are due and I use a spreadsheet to track payments. I’m also familiar with software systems that can help with accounts payable tasks. I’m very organized and detail-oriented when it comes to managing accounts payable documents, so I’m confident I can stay on top of due dates and make sure payments are processed on time.”
Accuracy is key when it comes to accounts payable. It’s important to show that you’re aware of the need for accuracy and that you have strategies in place to maintain accuracy for all AP transactions. The interviewer will want to know that you’re familiar with the specific processes and procedures you’d need to use, such as double-checking invoices for accuracy and ensuring that payments are sent on time.
How to Answer:
You should provide specific examples of strategies you’ve used in the past to ensure accuracy. This could include double-checking invoices for accuracy, reconciling accounts on a regular basis, and using software or other tools to automate processes. You can also mention that you stay organized by keeping detailed records of all transactions and maintaining accurate filing systems.
Example: “I’ve developed a comprehensive set of strategies to ensure accuracy in all accounts payable transactions. I double-check invoices for accuracy, reconcile accounts on a regular basis to make sure all payments are up to date, and use software to automate the process when possible. I also make sure to keep detailed records of all transactions, and I use an organized filing system to ensure that all documents are easily accessible. All of these strategies have helped me to maintain accuracy and efficiency in my past accounts payable roles.”
Vendor relations is a key part of accounts payable. You must be able to communicate clearly and effectively with vendors in order to ensure timely payments and maintain positive relationships. The interviewer wants to know that you’re able to do this and that you won’t put their company at risk of late payments or a damaged reputation.
How to Answer:
This is a great opportunity to showcase your communication skills. Talk about how you make sure to stay on top of payment statuses, and explain the steps you take to ensure that vendors are always informed of any changes or delays in payments. Describe the methods you use for communicating with vendors—whether it’s via email, phone calls, or in-person meetings. If you have any examples of successful vendor relations, feel free to share them as well.
Example: “I understand the importance of maintaining good relationships with vendors, so I always make sure to keep them updated on payment statuses. I typically communicate with vendors via email, but I also make sure to follow up with a phone call if I don’t hear back right away. I also try to stay one step ahead by proactively reaching out to vendors to let them know when payments are likely to be delayed. I’ve found that this helps to ensure that vendors don’t feel ignored and that they’re kept in the loop throughout the entire payment process.”
Accounts payable is a critical role in any organization, and it requires someone who can keep track of a lot of data. The interviewer wants to know that you can use the systems available to you to make sure payments are made on time, that you understand the various metrics used to track performance, and that you can make sure everything is running smoothly.
How to Answer:
Talk about the systems you use to track accounts payable performance metrics. Examples could include accounting software, spreadsheets, or even manual processes. You should also mention any specific metrics that you keep an eye on such as payment time frames and accuracy rates. Finally, explain how you use these tools and metrics to ensure that payments are made on time and accurately.
Example: “I use a variety of systems to monitor accounts payable performance metrics. I have extensive experience with accounting software such as QuickBooks and Xero, as well as Microsoft Excel and Google Sheets for manual tracking of data. I use these tools to track metrics such as payment time frames and accuracy rates. I also use them to generate reports on accounts payable performance. I make sure that all payments are made on time and accurately, and use the metrics to identify areas where improvements can be made.”