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APNow

APNow

Hosted by Mary Schaeffer

BusinessManagementNewsExplicit
WebsiteRSS feedYouTube

Episodes

100

Latest episode

Aug 2026

Language

EN

About the show

Discussions about trends, insights and emerging issues impacting the accounts payable and payment functions

Listen to episodes

60 recent
August 6, 2026Episode 4919 min

Stop Supplier Invoice Errors Before They Hit AP

Supplier invoice errors are one of the biggest hidden drains on AP productivity — and they hit your workflow long before anyone notices. In this video, we break down the most common supplier invoice mistakes that create rework, slow approvals, and increase the risk of overpayments: duplicate invoices, missing PO numbers, invoices sent to the wrong place, vendors gaming payment terms, and suppliers refusing electronic payments. You’ll learn exactly how Accounts Payable can stop these errors early, tighten controls, reduce manual work, and protect your organization from costly mistakes. And once you know how to block supplier errors, take the next step: spot fraudulent invoices before they hit your system. Click the video linked at the end to learn the red flags every AP pro must recognize instantly. #accountspayable #invoiceprocessing #suppliererrors #vendorbilling #duplicateinvoices #missingPO #APworkflow #APcontrols #accountingtips #fraudprevention #invoicefraud #electronicpayments #procuretopay #APbestpractices Link to Spot fraudulent invoices https://youtu.be/vFaqIb9mzSM Subscribe for more tips and insights like this: https://www.youtube.com/APNow?sub_confirmation=1 Looking for more of the most current business intelligence about + Best practices around your payment and accounts payable function + Current and new fraud protection protocols + The newest technology impacting your accounting, accounts payable, and payment functions + Career advancement +And much more!! +++++++++++++++++++++++ See most recent videos at: https://www.youtube.com/@APNow/videos See all short tips at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-He5ELp9TP3wqQdHIbfIcFAB Learn more about AP Best Practices; Playlist at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-HcvMSJTdNs0BCQJ0Ivb4l9V Learn more about Internal Controls in AP; Playlist https://www.youtube.com/playlist?list=PLtL6rWSXZ-HdV9JIterJ-bf6TwMset_z_ Looking for Automation insights: Playlist at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-Hf_cZwQOcDZrYV4dA0oDVby

July 28, 2026Episode 49017 min

Why AP Automation Projects Fail — And the Simple Fixes That Prevent Disaster

Most AP automation projects don’t fail because of the solution purchased — they fail because of a few predictable, easy to fix issues inside the AP process. Whether you’re looking for a new AP automation solution or trying to rescue one you already have, the same failure points show up again and again. Today, I’m breaking down the real reasons AP automation fails and the simple fixes that prevent these breakdowns so you can choose the right solution — or finally make your current one work the way it should. #apautomation #invoiceautomation #automation #automationpitfalls T he Automation Traps Nobody Warns You About https://youtu.be/Ulz6gjdYgGk Subscribe for more tips and insights like this: https://www.youtube.com/APNow?sub_confirmation=1 Looking for more of the most current business intelligence about + Best practices around your payment and accounts payable function + Current and new fraud protection protocols + The newest technology impacting your accounting, accounts payable, and payment functions + Career advancement +And much more!! +++++++++++++++++++++++ See most recent videos at: https://www.youtube.com/@APNow/videos See all short tips at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-He5ELp9TP3wqQdHIbfIcFAB Learn more about AP Best Practices; Playlist at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-HcvMSJTdNs0BCQJ0Ivb4l9V Learn more about Internal Controls in AP; Playlist https://www.youtube.com/playlist?list=PLtL6rWSXZ-HdV9JIterJ-bf6TwMset_z_ Looking for Automation insights: Playlist at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-Hf_cZwQOcDZrYV4dA0oDVby Avoid common AP automation mistakes that cause project failure. Learn how to fix ERP integration issues and reduce manual data entry. Many finance teams struggle with AP automation because they overlook critical technical requirements early on. This guide breaks down why standard implementation plans fail, specifically focusing on the disconnect between software capabilities and existing ERP integration needs. If you are preparing to implement new systems, understanding these potential pitfalls is essential for a successful transition. We also examine the hidden impact of manual data entry requirements that often persist after automation goes live. By identifying these gaps in your accounts payable process before you commit to a vendor, you can ensure your project delivers actual efficiency gains rather than new operational headaches. Subscribe for weekly finance automation breakdowns, and comment below if you have faced integration issues with your current software. AP automation failure often stems from predictable errors made during the planning phase. Learn to secure your project. Many finance teams rush into purchasing software without fully vetting how the product aligns with their existing ERP integration. This oversight creates a disconnect that forces staff to continue performing manual data entry long after the system goes live. If you are responsible for digitizing your accounts payable process, you must identify these gaps before signing a contract to ensure the technology actually saves time. This breakdown highlights specific project pitfalls that cause automation initiatives to stall. By focusing on the technical requirements that vendors often gloss over, you can protect your budget and avoid the operational headaches that plague poorly planned deployments. Understanding these critical AP automation mistakes is the best way to guarantee your team sees an immediate return on investment. Subscribe for weekly finance workflow breakdowns, and comment below if you have struggled with ERP compatibility issues in your current system.

July 22, 2026Episode 48923 min

Master These 10 Accounts Payable Concepts Before Your Next Interview

Most people can do Accounts Payable… but very few can explain the core concepts clearly. And that’s exactly what separates average AP staff from true professionals. In this video, I’m breaking down 10 essential Accounts Payable concepts that instantly reveal whether someone actually knows what they’re doing — from invoice processing fundamentals to vendor management, 3‑way matching, accruals, internal controls, and more. If you work in AP, accounting, bookkeeping, shared services, or finance operations, this video will help you level up your technical accuracy, improve your workflow, and speak about AP processes with confidence and clarity. These are the concepts hiring managers, controllers, and auditors expect you to understand — and the ones that make you stand out in interviews and on the job. What You’ll Learn: * The 10 core AP concepts every professional must master * How to explain AP processes clearly (the skill most people lack) * Common mistakes AP teams make — and how to avoid them * How AP connects to month-end close, accruals, and financial reporting * The exact terminology used by controllers, auditors, and CFOs Perfect For: ✔ Accounts Payable Specialists ✔ Accounting Clerks ✔ AP Managers & Supervisors ✔ Bookkeepers ✔ Anyone preparing for an AP or accounting job interview ✔ Professionals wanting to grow into senior AP, accounting, or finance roles Watch next: 5 hardest interview questions for accounts payable https://youtu.be/sJC_sXAmGHI Subscribe for more tips and insights like this: https://www.youtube.com/APNow?sub_confirmation=1 Looking for more of the most current business intelligence about + Best practices around your payment and accounts payable function + Current and new fraud protection protocols + The newest technology impacting your accounting, accounts payable, and payment functions + Career advancement +And much more!!

July 15, 2026Episode 48814 min

Managing Accounts Payable: What They Never Tell You About the Job

Everyone thinks AP is just “paying bills” — until they have to manage it. Then they discover how complicated and far reaching the function really is. Let’s take a quick look at the seven core components that make AP management far more challenging than it first appears. How important is it that you get what I’m about to discuss right? I know of several organizations that had their AP function so messed up, the auditors threatened not to sign off on their financial statements. In two of those cases I was brought in to help reorganize the function, install proper controls and best practices etc. so the organizations were able to get the much-needed sign off. They were not pretty situations – but if I’m being totally honest, a lot of fun … for me … not for the companies involved! Link to Working in Accounts Payable Playlist https://www.youtube.com/playlist?list=PLtL6rWSXZ-HeNwCTRm4jZIlGKzi8VOwi_ Subscribe for more tips and insights like this: https://www.youtube.com/APNow?sub_confirmation=1 Looking for more of the most current business intelligence about + Best practices around your payment and accounts payable function + Current and new fraud protection protocols + The newest technology impacting your accounting, accounts payable, and payment functions + Career advancement +And much more!! +++++++++++++++++++++++ See most recent videos at: https://www.youtube.com/@APNow/videos See all short tips at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-He5ELp9TP3wqQdHIbfIcFAB Learn more about AP Best Practices; Playlist at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-HcvMSJTdNs0BCQJ0Ivb4l9V Learn more about Internal Controls in AP; Playlist https://www.youtube.com/playlist?list=PLtL6rWSXZ-HdV9JIterJ-bf6TwMset_z_ Looking for Automation insights: Playlist at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-Hf_cZwQOcDZrYV4dA0oDVby Master effective accounts payable management to prevent costly errors and ensure your financial records pass every audit review. Many professionals view accounts payable management as a simple task of paying bills, but this function carries significant weight within an organization. Poor oversight in your accounts payable process can lead to severe consequences, ranging from operational inefficiencies to auditors threatening to withhold critical sign-offs. This video breaks down the complexities often ignored in daily operations. Mary S. Schaeffer discusses the realities of maintaining a compliant AP department and explains how to avoid the ugly outcomes that stem from neglect. By implementing standard ap best practices, you can stabilize your workflow and mitigate risk effectively. Understanding the far-reaching impact of these functions is essential for anyone responsible for corporate financial accuracy. Subscribe for weekly accounts payable management breakdowns, and let me know in the comments if you have faced issues with auditor sign-offs in your organization.

July 8, 2026Episode 48611 min

IRS Tax Forms in Accounts Payable: What You're Missing

you work in, manage or have responsibility for accounts payable in the US or for a US organization, you need to understand a handful of IRS tax forms. You don’t have to be experts – unless of course, they are your primary responsibility – but you do have to know what they are and when each should be used. And, I’m here to not only share that information with you but to tell you, it’s not that difficult. The whole purpose of these forms is to ensure the US government has the information it needs to collect all the taxes it is owed. Your job is to supply the information, the correct information. That’s it. And it’s fairly easy to understand. So, let’s get started. #1099MISC, #1099NEC, #W9, #1099K, W8, W2 Demystifying Form W-9: All Your AP FAQs Answered https://youtu.be/EZKD5eZIE2I Subscribe for more tips and insights like this: https://www.youtube.com/APNow?sub_confirmation=1 Looking for more of the most current business intelligence about + Best practices around your payment and accounts payable function + Current and new fraud protection protocols + The newest technology impacting your accounting, accounts payable, and payment functions + Career advancement +And much more!!

July 8, 2026Episode 48710 min

The 8 Invoice Red Flags AP Teams Miss Every Day

f you can read an invoice quickly and accurately, you instantly become one of the most valuable people in AP. They never miss the red flags that signal an inaccurate or worse fraudulent invoice. Here are the 8 checks the successful pros never skip. Link to 5 Quick Tips for Faster Invoice Processing https://youtu.be/ozS8bBmSL_4 Subscribe for more tips and insights like this: https://www.youtube.com/APNow?sub_confirmation=1 Looking for more of the most current business intelligence about + Best practices around your payment and accounts payable function + Current and new fraud protection protocols + The newest technology impacting your accounting, accounts payable, and payment functions + Career advancement +And much more!! +++++++++++++++++++++++ See most recent videos at: https://www.youtube.com/@APNow/videos See all short tips at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-He5ELp9TP3wqQdHIbfIcFAB Learn more about AP Best Practices; Playlist at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-HcvMSJTdNs0BCQJ0Ivb4l9V Learn more about Internal Controls in AP; Playlist https://www.youtube.com/playlist?list=PLtL6rWSXZ-HdV9JIterJ-bf6TwMset_z_ Looking for Automation insights: Playlist at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-Hf_cZwQOcDZrYV4dA0oDVby Master invoice processing by learning eight essential checks to verify accuracy and prevent fraud. Become a more valuable AP professional. Efficient invoice processing is a core skill for any accounts payable clerk. This guide outlines the specific steps you should take every time you handle a document, ensuring you never miss the red flags that signal errors or potential fraud. Whether you are new to the department or looking to refine your current workflow, these AP best practices will help you catch inconsistencies before they become costly problems. We start by breaking down the importance of the purchase order number. Many professionals overlook this step, but it serves as a critical first line of defense. By consistently applying these eight invoice verification checks, you ensure that every payment is authorized and legitimate. Implementing these accounts payable tips will streamline your daily tasks and protect your company against inaccurate billing. Subscribe for weekly accounts payable breakdowns, and comment below with the biggest challenge you face when reviewing invoices.

June 24, 2026Episode 48411 min

Is Accounts Payable a Good Career? The Truth No One Tells You

Stop viewing accounts payable as simple data entry. Learn why accounts payable is a vital function for cash flow and your finance career. Many professionals misunderstand the strategic value of accounts payable. This overview clarifies why this department sits at the center of company operations, rather than acting as a back-office task. If you are starting in accounting or looking to pivot, understanding these systems provides a strong foundation for future growth. We examine how mastering accounts payable allows you to gain deep insights into internal controls and automation workflows. These skills are essential building blocks for more advanced accounting career opportunities. Instead of viewing it as a entry-level grind, see it as a pathway to understanding the financial health of an entire organization. By focusing on cash flow management and systems knowledge, you position yourself for long-term success in broader finance roles. This video breaks down how to leverage your current position for better career mobility The AP Career Path Explained https://youtu.be/O55PwjQ17TU Subscribe for more tips and insights like this: https://www.youtube.com/APNow?sub_confirmation=1 Looking for more of the most current business intelligence about + Best practices around your payment and accounts payable function + Current and new fraud protection protocols + The newest technology impacting your accounting, accounts payable, and payment functions + Career advancement +And much more!!

June 22, 2026Episode 48511 min

Accounts Payable Career Path Explained: Clerk → Supervisor → Asst Manager → Manager → Director → VP

Have you ever wondered if Accounts Payable is actually a good career path? Can you grow beyond data entry? And how do people move from entry level position in AP to Manager — or even into senior finance leadership? Or other roles. In this video, we’re breaking down the Accounts Payable Career Path from start to finish. And to be clear, not everyone starts at the same point. The truth is, Accounts Payable is no longer just about processing invoices. Modern AP professionals play a huge role in cash flow management, vendor relationships, financial operations, and business efficiency — making it one of the most underrated careers in finance today. Link to You Won't Believe How Many Things AP Teams Manage! https://youtu.be/r-68nnxPWt8 Subscribe for more tips and insights like this: https://www.youtube.com/APNow?sub_confirmation=1 Looking for more of the most current business intelligence about + Best practices around your payment and accounts payable function + Current and new fraud protection protocols + The newest technology impacting your accounting, accounts payable, and payment functions + Career advancement +And much more!! +++++++++++++++++++++++ See most recent videos at: https://www.youtube.com/@APNow/videos

June 17, 2026Episode 48310 min

Check Fraud: Are Your AP Controls Actually Working?

Criminals are stealing checks from mailboxes, altering payee information, and using sophisticated techniques to drain business and personal accounts. The good news is that a few simple precautions can dramatically reduce your risk. In the next few minutes, we'll cover the most common check fraud schemes and the practical steps you can take to help protect your money and your organization Link to Electronic Payment Fraud Protection https://youtu.be/H5Ca_GOXHL8 Subscribe for more tips and insights like this: https://www.youtube.com/APNow?sub_confirmation=1 Looking for more of the most current business intelligence about + Best practices around your payment and accounts payable function + Current and new fraud protection protocols + The newest technology impacting your accounting, accounts payable, and payment functions + Career advancement +And much more!! +++++++++++++++++++++++ See most recent videos at: https://www.youtube.com/@APNow/videos See all short tips at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-He5ELp9TP3wqQdHIbfIcFAB Learn more about AP Best Practices; Playlist at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-HcvMSJTdNs0BCQJ0Ivb4l9V Learn more about Internal Controls in AP; Playlist https://www.youtube.com/playlist?list=PLtL6rWSXZ-HdV9JIterJ-bf6TwMset_z_ Looking for Automation insights: Playlist at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-Hf_cZwQOcDZrYV4dA0oDVby

June 15, 2026Episode 48214 min

ACH vs Wire Fraud: What You Need to Know to Stay Safe

very day, businesses of all sizes are targeted by increasingly sophisticated electronic payment fraud schemes. From fake invoices and business email compromise to account takeovers and payment diversion scams, cybercriminals are constantly finding new ways to exploit weaknesses in payment processes. The good news? Most payment fraud is preventable—if you know what to look for. In this video, we'll uncover the biggest payment fraud threats facing companies today, and share practical strategies that can help protect your business, your finances, and as it turns out, in many cases, your job. That’s right: In more than a few cases, professionals who have fallen for these frauds have been fired. So, let’s get started. #payments #fraud #scam Link to NACHA 2026: Don't Get Caught Off Guard by These Changes https://youtu.be/hIosCWUyrr4 Subscribe for more tips and insights like this: https://www.youtube.com/APNow?sub_confirmation=1 Looking for more of the most current business intelligence about + Best practices around your payment and accounts payable function + Current and new fraud protection protocols + The newest technology impacting your accounting, accounts payable, and payment functions + Career advancement +And much more!! +++++++++++++++++++++++ See most recent videos at: https://www.youtube.com/@APNow/videos See all short tips at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-He5ELp9TP3wqQdHIbfIcFAB Learn more about AP Best Practices; Playlist at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-HcvMSJTdNs0BCQJ0Ivb4l9V Learn more about Internal Controls in AP; Playlist https://www.youtube.com/playlist?list=PLtL6rWSXZ-HdV9JIterJ-bf6TwMset_z_ Looking for Automation insights: Playlist at: https://www.youtube.com/playlist?list=PLtL6rWSXZ-Hf_cZwQOcDZrYV4dA0oDVby

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