VIP AP Automation
Accounts Payable Software
Modern Software for Accounts Payable to Help Your AP Office Thrive
Your AP office deals with a lot. Between juggling massive to-do lists and managing ever-increasing expectations, it's easy to feel overwhelmed when searching for the best accounts payable automation software. VIP Accounts Payable (AP) Payment Automation software is an easy-to-use payment tool designed to help municipalities provide fast and secure payments with better vendor experiences.
Your process today
Most organizations today pay their vendors by processing hard-to-track and expensive physical checks. There's a better way to automate your entire vendor payment process.
Your New AP Payment Automation Process
Your process goes from complicated to streamlined. Just select the invoices ready to be paid and send out for processing. The payments are sent on your behalf with reconciliation details provided once the payments goes through. It's that easy.
Your Payment Automation Journey
Imagine what your AP office will look like after it's automated? No more slow and repetitive processes. No more costly physical checks and questions from vendors wondering when they will be paid.
The journey doesn't happen overnight, but the benefits at the end make it all worth it.
How it helps your organization
Simplified Process - There is a single workflow for all AP payments, reducing errors and double-entry.
Cost Savings - Operationally, it costs an average of $4 - $20 to process a single physical check. Physical costs are drastically reduced by moving from check payments to electronic payments. Potential cash rebates are also available.
Reduced Fraud Risk - Your organization does not have to store the suppliers' banking data.
Better Vendor Relationships - Vendors will have various payment options with detailed remittances and access to their own portal for support and visibility.
Your AP Payment Portal
The AP Payment Portal provides you with the tools and data you need to make better decisions. Log in to see important insights on how your AP office is operating in real-time. View monthly payment breakdowns by type and ongoing vendor engagement to better understand your AP payment automation potential.
Frequently Asked Questions
Q: I want to send separate checks for my invoices? Is it the same process as before?
Q: Will the Doing Business As (DBA) line print on AP Automated checks/remittances?
Q: Who should be contacted first when there is an issue with a payment?
Q: When posting my AP Automation payment batch, do I choose Post or Post to Print Tray?
Q: I have a new vendor that I want to pay using AP Automation. What do I do?
Q: How are lost check, wrong address, or wrong vendor situations handled?
Q: What compliance and procedures do you have in place to ensure security? SOC, PCI, etc. Can compliance docs be provided to me if requested during an audit?
Q: Are the checks that you send out entity checks or checks with you as the payee name?
Q: How does signature on the checks work? Would the entity’s finance director have the signature on the check?
Q: Where are the checks printed and sent from?
Q: When are payments sent?
Q: Do you charge the vendors who choose Mastercard a fee?
Q: If you re-issue a check with a new check number, will the new check number be pulled into VIP when the click on the Get Payment Status button?
Q: What is the record retention on the AP Gateway site? How long is payment history/workflow history retained in AP Gateway? [In relation to public records laws.]
Q: Do I issue 1099’s to vendors who were paid with virtual credit cards?
Q: Do you use the Scheduled Pay Date in the payment file?