Every bill. Tracked. Approved. Paid. Nothing slipping through.

Here is how AP works at most businesses.

Bills arrive by email. Someone forwards them to someone else. That person creates them in accounting when they get around to it. Approval happens in a Slack thread that gets buried. Payment goes out late — or does not go out at all because nobody remembered. The vendor calls. Everyone scrambles.

The AP process is the part of finance that runs entirely on memory and goodwill. And it shows.

We just replaced it.

Introducing Accounts Payable — the Carapace Way

Picks up your bills automatically. Forward an invoice to Carapace or upload it directly. It reads the bill — vendor name, amount, due date, line items, PO reference — and gets to work. You do not enter anything manually.

Matches the vendor. Carapace checks the vendor against your existing list in QuickBooks. Known vendor — it proceeds. New vendor — it flags for your review before anything is created. No rogue vendors getting paid without your knowledge.

Categorises the transaction. Every bill is coded against your chart of accounts automatically. Carapace reads the vendor, the line items, and the description and assigns the right category. Recurring vendors are learned over time. Anything it is not sure about gets flagged for your review. Your books stay clean without manual coding.

Routes for approval based on your rules. You set the thresholds once — anything over a certain amount needs sign-off, anything under gets auto-approved, specific vendors have specific rules. Carapace enforces them every time. The right person gets the bill. Nobody approves something they should not. Nothing gets paid before it should.

Catches duplicates before you pay twice. Same vendor, same amount, within 30 days — flagged automatically before the payment goes out.

Schedules payment on the correct date. Approved bills are scheduled for payment on their due date — not early, not late, not forgotten. Early payment discount terms are tracked and prioritised so you capture every discount available.

Keeps your books accurate throughout. Every step — bill creation, approval, payment — is posted to QuickBooks in real time. Your AP balance is always current. No end-of-month catch-up. No reconciliation surprises.

Information at your finger tips

The AP dashboard shows you everything in one place — updated live by the AP agent.

Total AP across all vendors. Bills pending approval with AI recommendations. What is due this week. What is already overdue. Your live QuickBooks balance. Every bill in the approval workflow. Scheduled payments queued. AP aging by bucket. Spend by vendor. Spend by category.

If a bill goes overdue overnight you see it the moment you open Carapace — with the agent's recommendation on what to do about it.