Accounts Payable Lead

Accounts Payable Lead

Golden State Dermatology is a physician led and owned dermatology group with a growing multi-location footprint. The Accounts Payable Lead is responsible for the day-to-day leadership and execution of the accounts payable function, with primary ownership of Bill.com and the related QuickBooks workflows. This position provides daily direction to the AP team, coordinates work performed by offshore support, maintains timely and accurate invoice and payment processing, and ensures that AP activity is complete, properly approved, and accurately recorded in the general ledger.

This is a hands-on processing and team leadership role. The AP Lead will maintain an assigned invoice-processing workload, personally process invoices from receipt through posting, and prepare and complete regular check and payment runs. In addition to this direct processing responsibility, the AP Lead will monitor daily volume and aging, resolve exceptions, review the team's work, and ensure deadlines are met.

Key Responsibilities

Bill.com Ownership and AP Workflow Management

Maintain a regular assigned invoice-processing workload and personally process invoices in Bill.com from receipt through coding, approval routing, publication, and synchronization to QuickBooks. Serve as the primary owner and subject matter expert for Bill.com, including the inbox, invoice capture, draft bills, coding, approval routing, payment status, vendor records, and audit trail. Monitor Bill.com activity throughout the day, including inbox volume, draft bills, approval queues, due dates, exceptions, duplicate invoice risk, and items requiring follow-up. Assign and prioritize work across the internal AP team and offshore support, establish clear deadlines, and confirm completion of assigned work. Review invoices for appropriate entity, vendor, general ledger account, department or class, location, description, supporting documentation, payment terms, and required approvals before publication or payment. Maintain Bill.com approval workflows and ensure invoices are routed in accordance with the company approval matrix. Prepare and complete weekly check and payment runs, including reviewing approved invoices and due dates, selecting payment methods, confirming cash requirements, printing checks, preparing positive pay files when applicable, and confirming payments are properly recorded and released. Research and resolve Bill.com sync errors, duplicate records, failed payments, voids, reissues, unapplied items, and other system or workflow exceptions. Use Bill.com reporting and audit history to monitor productivity, processing timeliness, queue status, and compliance with established procedures.

QuickBooks and General Ledger Accuracy

Maintain strong working knowledge of QuickBooks across multiple legal entities and ensure Bill.com activity syncs completely and accurately. Review bills, payments, credits, checks, voids, and vendor activity in QuickBooks for accurate entity, account, class, location, date, memo, and payment status. Investigate and correct Bill.com and QuickBooks discrepancies, including sync issues, duplicate liabilities, open items, incorrect posting periods, and payments not properly reflected in either system. Support month-end close by confirming AP cutoff, identifying uninvoiced liabilities, preparing or reviewing accrual support, reviewing the AP aging, and reconciling relevant accounts and reports. Ensure manually issued or printed checks are recorded in Bill.com and QuickBooks, included in positive pay when applicable, and supported by a complete audit trail. Assist with vendor reporting, 1099 readiness, audit requests, and other AP-related financial reporting and reconciliations.

Team Leadership and Quality Control

Provide daily direction, coaching, training, and review for AP staff and offshore support. Establish clear ownership for recurring tasks and maintain coverage plans for absences, deadlines, payment runs, and month-end close. Review work for accuracy and completeness, identify recurring errors or bottlenecks, and implement process improvements and additional controls as needed. Set expectations for communication, productivity, responsiveness, attention to detail, and timely escalation of issues that may affect deadlines. Track key AP measures such as inbox volume, draft aging, invoices processed, approval aging, past due items, payment exceptions, and unresolved vendor inquiries. Serve as the first escalation point for the AP team, clinic leaders, vendors, approvers, Revenue Cycle Management, and other departments.

Invoice, Payment, and Vendor Administration

Personally process invoices, vendor credits, checks, and payments as an ongoing part of the position, not solely as backup coverage. Oversee high-volume invoice processing, vendor setup and changes, statement reconciliations, credit memos, refunds, and vendor inquiries. Coordinate rent and recurring payment processing so obligations are recorded and paid consistently and on time. Oversee patient refund check processing, including coordination with Revenue Cycle Management, review of supporting information, printing, reconciliation, returns, voids, and reissues. Maintain organized electronic documentation and support internal control, audit, and financial reporting requirements. Balance direct processing responsibilities with team leadership, review, issue resolution, and other finance duties needed to maintain service levels and meet deadlines.

Qualifications

At least five years of progressively responsible accounts payable experience, including high-volume and multi-entity processing. Prior experience leading or providing day-to-day direction to an accounts payable team. Advanced hands-on experience with Bill.com is required, including invoice workflows, approvals, payment processing, vendor management, reporting, audit history, and troubleshooting. Strong hands-on QuickBooks experience is required, including bills, payments, vendor activity, classes or locations, general ledger coding, reconciliations, and month-end support. Strong understanding of accounts payable controls, cutoff, accruals, duplicate payment prevention, vendor maintenance, payment security, and audit documentation. Ability to manage a high-volume workload, establish priorities, follow through on open items, and maintain accuracy under deadlines. Clear and direct communicator with strong problem-solving, coaching, organization, and follow-up skills. Healthcare or multi-location experience is preferred.

Success in This Role

Bill.com queues are current, assigned, and actively managed. Invoices and payments are processed accurately, completely, and on time. Bill.com and QuickBooks remain synchronized and reconcilable with minimal unresolved exceptions. The AP team has clear priorities, accountability, training, and coverage. Month-end AP activity, accruals, and supporting documentation are completed on schedule. Vendors and internal stakeholders receive timely, accurate responses and issues are brought to resolution.