APNow

Mary Schaeffer

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

  1. 1h ago

    Accounts Payable Interview Prep 10 Questions You MUST Be Ready to Answer

    Prepare for your accounts payable interview by mastering the essential AP questions hiring managers ask most often, including processes, internal controls, pricing, quantity verification, payment terms, and sales tax calculations . This video shows you how to explain the full invoice lifecycle with clarity and confidence so you can stand out as a top candidate in any AP role Most people walk into an AP interview feeling confident… until the hiring manager starts asking the real questions. The ones that reveal whether you actually understand AP processes, controls, and best practices — or not. In this video, I’m breaking down the 10 AP interview questions that come up again and again, and I’ll show you exactly how strong candidates answer them. If you want to stand out, stay tuned — because these questions separate the prepared from everyone else. Make sure you stick around for the last one, because it can make all the difference between getting that coveted job offer – and NOT. #apinterview #accountspayableinterview #apinterview Link to 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 #APInterview #AccountsPayableInterview #APInterviewQuestions #AccountsPayableJobs #AccountingJobInterview #AccountsPayableProcess #ProcureToPay #P2PProcess #InvoiceProcessing #InternalControls #InterviewPreparation #JobInterviewTips 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

  2. Aug 25

    Accounts Payable Basics (Update) A Guide to Almost Everything

    If you work in Accounts Payable, Accounting, Finance, or you’re preparing for an AP role, this 2027 guide walks you through everything you need to know. From invoice workflows to 3 way match, internal controls, fraud prevention, month end close, and AP automation—this video covers the full AP lifecycle with clear, practical examples. #AccountsPayable #APTraining #accountingbasics Whether you’re new to AP or looking to strengthen your skills for promotion, this updated walkthrough gives you the tools to work faster, reduce errors, and improve your team’s efficiency. 🔹 What You’ll Learn (2027 AP Essentials) • What Accounts Payable is and why it matters • The full AP workflow: invoice → approval → posting → payment • 2 way match vs. 3 way match (with examples) • Vendor setup, W 9s, and compliance requirements • AP internal controls every company must have • How to prevent duplicate payments and invoice fraud • Month end close steps for AP teams • AP automation tools and 2027 technology trends • Tips to improve accuracy, speed, and audit readiness 🔹 Who This Video Helps • Accounts Payable Specialists • AP Managers and Supervisors • Accounting Clerks and Bookkeepers • Controllers and Finance Leaders • Job seekers preparing for AP interviews • Anyone transitioning into accounting roles 🔹 Why This Matters  AP teams are under pressure to move faster, reduce risk, and adopt automation. This video gives you the updated knowledge you need to stay competitive, improve your workflow, and support your organization’s financial health. 🔹 More AP & Accounting Training If you found this helpful, check out my other videos on: • AP internal controls • Invoice processing best practices • Month end close • Accounting career growth • Job search tips for AP and accounting roles Link to The Ultimate Invoice Processing Guide Avoid Fraud, Delays, and Overpayments https://youtu.be/YVnYBRLw8PY Link to Your Invoices Are Vulnerable without These Controls https://youtu.be/uIomGiLtUYA accounts payable, accounts payable basics, accounts payable training, accounts payable workflow, ap process, ap workflow, invoice processing, invoice approval workflow, 3 way match, 2 way match, vendor management, vendor setup, duplicate payment prevention, ap fraud prevention, accounts payable controls, internal controls ap, ap automation, ap software, erp invoice processing, month end close ap, accounting basics, accounting workflow, finance operations, ap specialist skills, ap manager training, ap fundamentals, accounts payable tutorial, accounts payable explained, accounts payable 2027, ap best practices, ap compliance, ap audit readiness, accounts payable career, accounting career growth, ap interview prep, ap concepts, accounts payable guide : Subscribe for more tips and insights like this: https://www.youtube.com/APNow?sub_confirmation=1

  3. Aug 18

    5 AP Practices You Think You’re Doing Right… But Aren’t

    Every time someone says, “How complicated could Accounts Payable really be?” you can bet the organization is already losing money — through preventable errors, weak controls, and overlooked compliance risks. In this video, we break down 5 foundational AP practices that accounting and finance teams think they’re doing correctly… but often aren’t. More importantly, we dig into where AP processes actually fail — the exact points where losses, fraud, and compliance issues begin. What You’ll Learn • Accounts Payable best practices • AP process improvement strategies • Three‑way match problems and invoice verification errors • P2P internal controls and separation of duties • AP fraud prevention and detection protocols • 1099 compliance, W‑9 verification, and regulatory requirements • AP automation pitfalls and digital transformation challenges • Paperless AP workflows and electronic payment controls • Duplicate invoice prevention and extinguishing errors • How AP mistakes lead to financial losses and audit findings If you work in Accounts Payable, Accounting Operations, Finance, Audit, FP&A, or Controller-level leadership, this is essential viewing. Strengthening AP isn’t just about efficiency — it’s about protecting your organization’s cash, reputation, and regulatory standing Link to Why Automation Projects Fail https://youtu.be/2o35gtGYaGQ 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

  4. Aug 6

    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

  5. Jul 28

    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.

  6. Jul 22

    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!!

  7. Jul 15

    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.

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