| Detail | For this role |
|---|---|
| Department | Finance and Accounts |
| Level | Entry level |
| Reports to | Accounts Manager |
| Direct reports | None |
| Experience | 1 to 3 years in accounts payable |
Accounts Payable Executive job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Accounts Payable Executive
Department: Finance and Accounts
Reports to: Accounts Manager
Location: [City], [office, branch or site]
About the role
An Accounts Payable Executive processes supplier invoices and prepares payments. They enter invoices, check them against orders and receipts, book the right tax and get them ready for the payment run. The role reports to the Accounts Manager and works with procurement and stores. A good AP Executive books invoices accurately, catches mismatches early and keeps vendor accounts clean, so suppliers are paid on time and never twice.
Key responsibilities
- Enter supplier invoices and check them against purchase orders and goods received notes.
- Flag price, quantity and tax mismatches and get them resolved before booking.
- Book invoices with the correct GST, TDS and cost centre allocation.
- Prepare the payment run list and get it checked before release.
- Reconcile assigned vendor statements and clear old or disputed balances.
- Track vendor advances and adjust them against invoices as they come in.
- Answer vendor queries on invoice status and payment advice.
- Maintain the vendor ledger and flag duplicate or dormant accounts.
- Help prepare month end accruals for goods and services received.
- Keep payable records, challans and payment proofs ready for audit.
Requirements
- B.Com or M.Com
- Knowledge of payables and GST on purchases
- Tally or ERP experience
- 1 to 3 years in accounts payable
KRAs and KPIs for a Accounts Payable Executive
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Invoice processing | Invoices booked within the agreed days of receipt and approval |
| Payment accuracy | Duplicate or wrong payments held at zero through the year |
| On time payment | Approved invoices in scope paid within vendor terms each month |
| Vendor reconciliation | Assigned vendor accounts reconciled monthly with differences cleared |
| Input credit | GST input credit on booked invoices claimed correctly each month |
Skills and tools
Tools used day to day: SAP MM, Tally Prime, MS Excel, GST portal, Bank payment portals.
Reporting line and career path
Next roles: Accounts Payable Specialist, Senior Accounts Executive, Accounts Manager
Interview questions for a Accounts Payable Executive
- How do you check a supplier invoice before you book it?
- What do you do when an invoice does not match the purchase order?
- How do you handle TDS while booking a contractor bill?
- How do you prevent a duplicate payment to a vendor?
- How do you reconcile a vendor statement with our ledger?
- How do you handle a vendor chasing an overdue payment?
Managing a Accounts Payable Executive in ZeniaHR
Hire and manage your finance and accounts team in one place
Post the role, onboard the new hire, and track attendance, leave and KRAs in ZeniaHR. Free for your first 50 employees.
Book a free demoSee pricingFrequently asked questions
What does an Accounts Payable Executive do?
An Accounts Payable Executive processes supplier invoices and prepares payments. They enter invoices, check them against orders and receipts, book the right tax, reconcile vendor accounts and prepare the payment run. Reporting to the Accounts Manager, the role keeps suppliers paid accurately and on time.
What is the difference between an AP Executive and an AP Specialist?
An Accounts Payable Executive handles invoice entry, matching and payment preparation, usually early in a career. An Accounts Payable Specialist owns the full payables process with more experience, including complex reconciliations, controls and vendor issues. The specialist role carries wider responsibility and judgement.
What qualifications does an Accounts Payable Executive need?
Most Accounts Payable Executive roles ask for a B.Com or M.Com with knowledge of payables and GST and TDS on purchases. One to three years of experience and comfort with an ERP or Tally are usual, along with accuracy and care to avoid wrong or duplicate payments.