Philippines AP staffing guide
Payment-proposal review before an AP run
Prepare a reviewable payment proposal with source checks and clear exclusions before authorized employees approve and release it.
Direct answer
What this role should do
Build the proposal from approved records, make every exclusion traceable, and leave approval, bank verification, and release to authorized employees.
Build from approved records
Use the approved invoice queue, vendor record, due-date evidence, and exception list. Record the source date for the proposal.
Do not add an item because a vendor asks for urgency or remove one to make totals convenient.
Make exclusions visible
List invoices held for missing evidence, changed bank details, duplicate risk, or owner decision. An exclusion should have a reason and next action.
Keep preparation separate from approval, bank verification, and release.
Require owner sign-off
The authorized employee reviews the proposal against company policy and makes the payment decision. Preserve that approval evidence with the run.
After the run, reconcile the result and document any item that changed status.
Common questions
Accounts payable virtual assistant FAQs
What should an exclusion show?
It should state the invoice, hold reason, source evidence, owner, and next action.
Who releases the payment run?
An authorized employee following the company’s approval and payment controls.
International Labour Organization guidance on remote work arrangements reinforces why remote role briefs should document expectations, communication rhythms, and accountable handoffs.
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