Accounts payable, handled. You keep the final say.
For growing businesses without a full AP team. We process invoices, chase the questions and keep vendors paid on time. You approve, and payments go out from your own bank.
When it is time to hand off AP
- Invoices sit in someone’s inbox until a vendor calls
- Nobody owns AP; it is a side job for the office manager or the owner
- Approvals stall because no one is sure who signs for what
- The same bill arrives by email and by mail, and both copies get entered
- Month-end means pulling aging, open items and payments from three places
- You are growing, but not ready to hire a full-time AP person
How an invoice moves
Software does the checking, routing and reminders. People make the judgment calls: coding, approvals and anything unusual.
Step 1: Invoice arrives
From your AP inbox, mail or vendor portal. We enter it the same way every time.
Step 2: We check it
Duplicates, the PO and the receiving slip, the price you agreed, and the totals.
Step 3: We code it
Your GL account, cost center and location. Recurring bills like phone and internet code themselves; everything else is confirmed by a person.
Step 4: Questions get answered
“Did this arrive?” “Was the price change approved?” We ask the right person and follow up until it is settled.
Step 5: You approve
Routed to the right approvers in order, each within their signing limit.
Step 6: You release payment
We prepare the payment run, including early-pay discounts. You release it from your own bank.
When something does not match (a short shipment, a price above the PO, an invoice for something not received), it stops at step 2 until a person settles it. Nothing is paid on a guess.
Who does what
| Task | Enovi Solutions | Your team |
|---|---|---|
| Entering and checking invoices | We do | No |
| Coding to your accounts | We do | You set the chart of accounts and confirm unusual items |
| Chasing receipts, prices and missing approvals | We do | Your team answers our questions |
| Approving invoices | No | You do, within each person’s signing limit |
| Vendor setup, W-9s and payment-detail changes | We collect and verify | You approve changes |
| Preparing payment runs | We do | No |
| Releasing payments | No | You do, from your own bank |
| Aging, status and month-end reports | We do | No |
Controls built in
No one person end to end
Whoever enters an invoice cannot approve it, and whoever prepares a payment run cannot release it.
Payment changes are verified
A “we changed banks” or “pay us by ACH now” email freezes payment until we call the vendor at the number already on file and you approve the change.
We never hold your money
We do not take bank logins or move funds. Payments go out from your bank when you release them.
Holds are honored
Anyone can say “don’t pay this yet.” Held invoices stay out of payment runs until released.
Every step is recorded
Who entered, changed, approved or released what, and when, in a record that shows if anything was edited.
NDA and BAA
An NDA is available before you share anything. Medical and dental practices sign a BAA with us first.
The whole month in one place
One screen per month: what is waiting for approval and on whom, open questions, holds, what is due this week, what you owe by age, payment runs, and what customers owe you.
[CLIENT TO CONFIRM: CLIENT DASHBOARD ACCESS AT LAUNCH]
Works in your system
We work inside the accounting system you already use. You do not need new software to start. Systems our team has worked in:
- QuickBooks
- Sage
- Microsoft Dynamics GP
- NetSuite
- Oracle
- SAP
- Concur
Names are listed for reference only. We are not a partner of, or endorsed by, these companies.
Getting started
- AP workflow review. Tell us your invoice volume, entities and locations, systems and where things get stuck. You do not need a finished process or a technical spec.
- Set up. Your approval chain and signing limits, vendor list cleanup, W-9s, and access to your system.
- Test. We run a month of invoices alongside your current process before taking over.
- Run and report. We handle the work and send a monthly report of what was processed, caught and saved.
Pricing
Billed monthly or as needed, based on your invoice volume and how much research it takes.
[CLIENT TO CONFIRM: PRICING MODEL AND RATES]
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