Accounts Payable and Procurement, licensable separately, built on the same spine: QuickBooks Online two-way sync, segregation of duties, and an audit trail that never gets rewritten.
Invoices, credit memos, W-9s, and vendor documents land in one inbox — unread. When someone chooses to read one, AI extracts the fields and stages a draft bill for human review. Nothing is filed without a person looking at it.
Deterministic screening runs on every bill before approval, and vendor verification gates onboarding — not as add-ons, but as steps every document and every vendor passes through.
Vendor typosquatting, a recent bank-detail change (the business-email-compromise pattern), amounts just under an approval threshold, same-day splits, and anomalies against the vendor's own history. Flags route to review with the evidence attached.
Vendors are screened against official U.S. Treasury sanctions lists before they can be approved. One vendor form serves manual, AI-assisted, and self-service onboarding — so the three paths can't drift apart.
Account numbers are validated with real checksums for the US, Brazil, Mexico, India, Canada, and the UK; ~70 further countries via IBAN; SWIFT elsewhere. Deep local-rail validation for six major markets, worldwide coverage via SWIFT/IBAN.
Each control can be disabled, amount-thresholded, or overridden with a written reason. Every override is permanently logged. That's what SOX-ready means here — not a badge, a mechanism.
| Control | What it prevents |
|---|---|
| enter ≠ approve | The person who keys a bill can't approve it |
| approve ≠ pay | The approver can't also release the payment |
| onboard ≠ approve vendor | Creating a vendor and activating one are separated |
| change ≠ verify bank | A bank-detail change needs a second person to verify |
| issue ≠ reverse credit | Credit memos are reversed by someone other than the issuer |
| + 4 more | Each thresholdable, each override logged with a reason |
PO, receipt, invoice. A failed match blocks approval — full stop — unless the approver writes an override reason that is permanently audit-logged. Two-way matching applies automatically to service lines, where no receipt exists.
When your Controller delegates before leave, the delegate inherits their approval authority for the delegation period — approvals route to the delegate, and authority reverts automatically when it ends. No stuck bills mid-close.
Posted bills can't be edited — at the database level. A credit memo against a paid bill is reversed, never voided, and the reversal amount is derived from the original document, never typed by hand.
ACH, domestic wire, printed check, and international SWIFT wire. Every payment is scheduled individually and passes the same checks — because paying fifty bills in one click is how a wrong amount leaves unnoticed.
Two-way sync keeps QuickBooks the single source of truth — bills, vendors, payments, and accounts flow both directions on demand, on schedule, and via webhooks. No migration, no parallel ledger.
A complete procurement workflow on the same platform as AP — so the PO your buyer raises is the PO your match gate checks and the commitment your CFO sees.
Line items, need-by dates, required-dimension enforcement, and approval routing. Conversion to PO is atomically claimed — a double-click can't create two POs.
Full lifecycle, including blanket and standing POs with not-to-exceed caps and releases against them.
Editing an approved PO forces re-approval only when the change is adverse — price up, terms shortened, vendor changed, quantity increased. A price cut keeps its approval. Superseded versions are snapshotted.
No login required. The vendor accepts with a delivery date, requests a change, declines with a reason, submits an advance ship notice, or messages the buyer.
Partial receipts; over-receipt blocked past a configurable tolerance unless overridden with a logged reason; per-line quality inspection; rejected goods automatically raise a debit memo; void/reverse with reason.
In-person signature capture, or a secure emailed link when the recipient isn't at the dock.
Open-item tracking plus a GR/IR ledger that ties to the clearing account — so accrual season stops being archaeology.
Open commitments, a 13-week commitment forecast, open-PO aging, and the vendor pushback queue in one view.