Accounts Payable Workflow Prompt
Prompt
Design an accounts payable workflow. Business size: [invoices per month] Current process: [how invoices are received, approved, paid] Tools: [accounting software, bill payment, email] Pain points: [late payments, lost invoices, approval bottlenecks] Approval hierarchy: [who approves what threshold?] Workflow covering: 1. Invoice receipt and capture 2. Coding to account/cost centre 3. Approval routing by amount and vendor type 4. Payment scheduling and execution 5. Reconciliation in accounting system 6. Exception handling: disputed, duplicate, incorrect invoices 7. Which steps to automate and with what tool
Why it works
Designing the workflow around the approval hierarchy input ensures the output reflects actual business rules rather than generic best practices — a $500 threshold for manager approval and $5,000 for VP approval produces a completely different workflow than $5,000/$50,000. Separating invoice capture, coding, approval, and payment as distinct steps with owners prevents the blur that causes most AP delays. The exception handling section is where most AP workflows break down in practice.
Watch out for
AP workflows involving payment automation require strong internal controls — ensure that no single person can both approve an invoice and initiate payment, as this control gap is the most common source of AP fraud. Review the workflow design with your controller or auditor before implementing any payment automation. Also confirm that your approval thresholds and required signatories comply with any banking or legal requirements applicable to your business.
Used by