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Accounts Payable Automation for Small Businesses and Firms
Free accounts payable workflows: capture vendor invoices, route bills for approval, catch duplicate bills, and track missing W-9s, with a human check on every payment.
6 recipes, 1 tested so far. Tested recipes are listed first and show the date and setup they were tested in. Also see the free month-end close checklist.
How to Catch Duplicate Bills in QuickBooks Online (Free Make Automation)
Scan the last 90 days of QuickBooks bills for the same vendor and amount within 30 days, and get a draft email listing the possible duplicates.
Tested on 2026-10-16 in MakeMakeAccounts payableIntermediateHuman check: LowSaves ~1-2 hrs/month
Flag possible duplicate vendor invoices (n8n)
Once a week, scan recent bills for the same vendor and amount, or the same invoice number, and email a list of suspects.
n8nAccounts payableIntermediateHuman check: MediumSaves ~1-2 hrs/month
Post new BILL invoices to Slack for approval (Zapier)
Get a Slack message with the vendor, amount, and due date each time a bill lands in BILL.
ZapierAccounts payableBeginnerHuman check: LowSaves ~1-2 hrs/month
Send supplier invoices to Xero as draft bills (Make)
Watch an Outlook folder, extract invoice data with AI, and create a draft bill in Xero.
MakeAccounts payableIntermediateHuman check: HighSaves ~3-5 hrs/month
Track missing W-9s for new vendors (Make)
Log every new QuickBooks vendor in a W-9 tracker sheet and remind yourself until the form is received.
MakeAccounts payableBeginnerHuman check: MediumSaves ~2-4 hrs at year-end
Turn emailed vendor invoices into QuickBooks bills (n8n)
Watch an AP inbox, pull the fields out of PDF invoices with AI, and create a bill in QuickBooks Online for review.
n8nAccounts payableIntermediateHuman check: HighSaves ~3-5 hrs/month
Other topics
QuickBooks Online automations Xero automations Month-end close automationAll recipes
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Free. Step-by-step workflows for QuickBooks, Xero, BILL, and more.
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