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Insight Beyond The Books

Streamline Vendor Payments & Optimize Cash Flow

Never miss a payment or discount again. Professional AP management with automated workflows, approval routing, and payment optimization. From $199/month.

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4.9/5 Rating
2,500+ reviews
99.9% Accurate
technology-driven
Streamline Vendor Payments & Optimize Cash Flow illustration
Technology-Driven
Automated & Accurate
High
Client
Retention
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Overview

Managing accounts payable shouldn't consume hours of your week or strain vendor relationships. SmartBooks Insight automates your entire AP process—from bill receipt to payment execution. Our platform captures bills automatically, routes approvals efficiently, schedules payments to optimize cash flow, and ensures you never miss early payment discounts. Take control of your cash outflows, improve vendor relationships, and gain visibility into upcoming obligations.

Who This Service Is For

  • Businesses managing 20+ vendor bills per month
  • Companies wanting to capture early payment discounts
  • Teams needing approval workflows for spending
  • Businesses struggling with payment organization
  • Companies preparing 1099s for contractors
  • Organizations seeking better cash flow management

What's Included

Bill Capture & Data Entry

Automated bill capture from email and upload. OCR extraction of vendor, amount, due date, and line items. technology-driven GL coding suggestions based on history.

Approval Workflows

Customizable approval routing by amount, department, or vendor. Mobile-friendly approval interface. Automatic escalation for delayed approvals.

Payment Scheduling

Intelligent payment scheduling to optimize cash flow. Early payment discount identification. Batch payment creation and execution.

Vendor Management

Centralized vendor database with W-9 collection. Vendor performance tracking. 1099 preparation and e-filing.

Payment Execution

ACH, check, and card payment options. Integrated payment processing. Payment confirmation and tracking.

Duplicate Detection

technology-driven duplicate invoice detection. Prevent double payments automatically. Alert system for unusual invoices.

Expense Allocation

Split bills across departments, projects, or locations. Job costing integration. Class and location tracking.

Cash Flow Optimization

Payment forecasting based on due dates and terms. Scenario planning for payment timing. Working capital analysis.

Reporting & Analytics

Vendor spending analysis. Early payment discount tracking. AP aging and cash requirements reports.

1099 Management

Automated 1099 tracking throughout year. Form 1099 preparation and printing. E-filing with IRS and states.

Our Proven Process

How It Works

Transform your messy books into pristine financial records in just 5 simple steps

1

Bill Capture

Bills arrive via email, upload, or direct integrations. OCR technology extracts all relevant data automatically. Bills enter approval workflow based on your rules.
2

Review & Approval

Approvers receive notifications and review bills on desktop or mobile. GL coding is suggested by AI based on vendor history. Approved bills move to payment queue.
3

Payment Scheduling

System schedules payments based on due dates, early payment discounts, and cash flow optimization. You review and approve payment batches before execution.
4

Execution & Recording

Payments execute automatically on scheduled dates via ACH or check. Transactions sync to accounting system instantly. Vendors receive payment notifications.
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Why Choose Professional Cleanup

Key Benefits

Clean, accurate financial records unlock opportunities and protect your business from costly mistakes

Capture Early Payment Discounts

Never miss 2/10 net 30 discounts again. Our system identifies discount opportunities and schedules payments accordingly—savings average 1.5-2% annually.

Prevent Duplicate Payments

AI detects duplicate invoices before payment. We've prevented an average of $12,000 in duplicate payments per client annually.

Optimize Cash Flow

Pay bills on time without paying early unnecessarily. Intelligent scheduling balances vendor relationships with working capital preservation.

Save 10+ Hours Per Week

Eliminate manual data entry, approval chasing, and payment processing. Automation handles routine tasks while you maintain control.

Improve Vendor Relationships

Consistent, on-time payments build trust and may earn discounts. Vendors appreciate professional payment processes and clear communication.

Simplify 1099 Preparation

Track 1099 vendors automatically throughout the year. Generate and e-file forms with one click in January—no scrambling for information.
99.9%
Accuracy Rate
$8K
Avg. Recovered
5-20
Days to Complete
500+
Cleanups Done

Frequently Asked Questions

How does bill capture work?

Forward vendor bills to your dedicated email address, upload PDFs to the platform, or connect direct integrations with vendors. Our OCR extracts vendor name, invoice number, amount, due date, and line items automatically.

Can I set up different approval workflows?

Yes! Create approval rules based on amount, department, vendor, GL account, or any combination. Route small purchases to one approver while requiring multiple approvals for large expenditures.

How do you prevent duplicate payments?

Our AI compares vendor name, invoice number, amount, and dates against all previous bills. If a potential duplicate is detected, the system flags it for manual review before payment.

Can you handle international vendor payments?

Yes! Our Enterprise plan supports international ACH, wire transfers, and multi-currency payments. We handle currency conversion and provide competitive foreign exchange rates.

How does 1099 preparation work?

Throughout the year, we track payments to 1099 vendors automatically. In January, review the summary, make any corrections, and we generate, print, and e-file all 1099s with the IRS and states.

What payment methods do you support?

ACH transfers, printed checks, virtual cards, and wire transfers. Most clients use ACH for the speed and low cost ($0.50-$1.00 per payment). Check printing and mailing is available for vendors who don't accept electronic payments.

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Professional accounts payable automation at competitive rates

Accounts Payable Automation | SmartBooks AI