Accounts Payable | Our Standard Process
How Graphite receives invoices, routes approvals, manages vendor details, and schedules payments through approved AP systems.
Accounts payable includes receiving vendor invoices, preparing bills for review, routing approvals, and scheduling payments once the right approvals are in place. Graphite follows a controlled AP workflow so bills are organized, reviewed, approved, and paid through the right systems.
What Graphite manages
When AP is included in your engagement, Graphite may help with:
- Receiving vendor invoices through the designated AP inbox
- Entering invoices into the approved AP system
- Coding bills to the correct accounts or tracking categories
- Routing bills for Graphite and client approval
- Preparing payment summaries
- Scheduling approved payments
- Maintaining vendor documentation in the AP system
The exact workflow depends on your AP system, approval structure, and engagement setup.
Where invoices should be sent
Invoices should be sent to the AP inbox set up for your company, usually ap@yourcompany.com or accounting@yourcompany.com. In some cases, Graphite may use a Graphite-managed AP email address. Using one AP inbox keeps invoices centralized and gives both teams a cleaner way to track vendor communication.
How bills are approved
Once an invoice is received, Graphite enters it into the AP system, codes it, and routes it for review. A Graphite Senior Associate or Manager reviews the bill first, then your team approves it in the AP system. Fully approved bills are included in a payment summary for your written approval before payment is scheduled.
How payments are scheduled
Graphite schedules payments after:
- The bill has been approved in the AP system
- Your team has provided written approval for the payment summary
Payments are scheduled through approved AP systems, which may include Ramp, BILL / bill.com, Settle, or Brex, depending on your setup.
Note: Graphite does not execute payments directly from a client bank portal.
How vendors are paid
Vendor payments are issued through the AP system. Payment methods may include ACH, check, or international wire when applicable.
How new vendors are added
Before a new vendor is added for payment, Graphite confirms the vendor with your team. New vendors are typically asked to provide:
- W-9 or W-8, if international
- Bank information supported by a voided check or bank statement header
- Vendor contact name, email address, and phone number
Whenever possible, vendors enter their payment information directly through the AP system. Graphite stores vendor documentation in the vendor profile.
How banking changes are handled
Vendor banking changes require additional verification before payment details are updated. If a vendor requests a change to bank account or routing information, Graphite verifies the request using trusted vendor contact information already on file. Graphite does not use phone numbers provided in the change-request email itself.
Before updating the AP system, Graphite may:
- Confirm the request came from the designated vendor contact
- Request updated banking documentation
- Complete phone verification using trusted contact information
- Document the verification details in the AP system
What we need from your team
To keep AP moving, your team is responsible for:
- Sending invoices to the designated AP inbox
- Confirming new vendors when requested
- Reviewing and approving bills in the AP system
- Providing written approval for payment summaries
- Letting Graphite know when vendor contacts or approval roles change
Delays in approvals, missing vendor information, or incomplete documentation may affect payment timing.
When issues are escalated
Graphite will escalate AP issues through your engagement team when something needs additional review. Common examples include missing vendor documentation, vendor banking changes, bills that need clarification, delayed client approvals, system issues, or requests outside Graphite’s standard AP workflow
Keeping AP Moving
With the right inbox, approval flow, vendor documentation, and payment controls in place, AP becomes easier to manage and easier to trust. Graphite will continue to guide the process, flag what needs attention, and help keep bills moving through review and payment.