Outsource Accounts Payable service
Vendor support desk
A remote vendor-response desk for payment-status emails, missing-document requests, and invoice follow-up without handing over payment control.
Plan this AP role
Best tasks
- Answer vendor emails with approved payment-status language
- Request missing invoices, statements, tax forms, and remittance details
- Route urgent vendor issues to the right finance owner
- Update a simple vendor-contact tracker after each reply
Quality controls
- Approved reply templates for payment timing, short pays, and missing paperwork
- Same-day escalation for threats to pause service, collections notices, or legal language
- Weekly review of unanswered vendor threads and repeat questions
First week
- Load the top 20 vendor questions into a shared answer sheet
- Tag the assistant on live examples before they reply alone
- Keep payment promises out of replies unless finance approved the date
Buyer questions
Common AP handoff questions
Should a remote vendor-support assistant promise payment dates?
No. They should use approved language and escalate payment-date questions to the finance owner.
What access does the vendor desk need?
Start with shared inbox access, vendor contact history, and read-only invoice status. Keep banking and payment permissions separate.
Ready for a plan?
Map the role before you hire.
Share the work, tools, schedule, and quality needs. Get a practical staffing scope back.
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