Are you looking for an easy way to hire an accounts payable expert for your team?
It can be hard to hire an account payable specialist because you have to go through several rounds of interviews to see which candidates are best for the job. But there are two ways you can simplify this process.
First, you need an effective way to assess your candidates’ accounts payable skills. This can be done with a skills test, which lets you see right away who has the right skills for the job.
At the end of the article, you’ll also find our best tips on how to hire accounts payable specialists and how to set up the hiring process. It’s easy to hire a great accountant or accounts payable specialist for your team if you have the right tools for testing their skills.
Interviewing for an accounts payable analyst role? You’ll need to be prepared for a wide range of questions that dive into your skills, experience, and ability to think on your feet Accounts payable is a detail-oriented job that requires sharp analytical abilities and communication skills to work cross-functionally resolving invoice discrepancies.
This comprehensive guide will walk you through the top accounts payable interview questions with example answers to help you ace your next interview
Why Do Accounts Payable Analyst Interviews Matter?
The accounts payable analyst role is critical for any company. This person manages the payment of invoices and bills, reconciles accounts, and ensures accuracy of financial transactions. As such, the interviewer wants to make sure candidates have the necessary skills and mindset to succeed.
Accounts payable analysts need to be:
- Extremely detail-oriented to identify and resolve discrepancies
- Organized and able to prioritize high volumes of work
- Analytical problem-solvers
- Able to work under pressure and meet tight deadlines
- Proficient with accounting software and Excel
- Strong communicators to collaborate across teams
The interview is the company’s chance to assess candidates for these qualities before making a hiring decision. Thoroughly preparing for the most common accounts payable interview questions is key to landing the job.
10 Common Accounts Payable Interview Questions and Answers
Here are some of the most frequently asked accounts payable interview questions along with examples of strong responses:
1. Which accounting software are you familiar with?
This question is often asked to see how well you know programs like QuickBooks, SAP, Oracle NetSuite, and others. Be clear about how much experience you have and how you’ve used these tools in previous jobs.
Example answer:
“I have extensive experience with QuickBooks and SAP, which I’ve used for tasks like processing invoices, managing vendor payments, and generating financial reports. In particular, I’m proficient in QuickBooks’ accounts payable functions including bill tracking, 1099 reporting, and transaction management. My experience with SAP includes processing high volumes of invoices and handling complex T&E audits.”
2. Walk me through the accounts payable process.
This evaluates your understanding of the end-to-end accounts payable workflow. Be comprehensive in your overview, from receiving invoices to making payments.
Example answer:
“The first step is to receive and match invoices to corresponding purchase orders to validate details like quantities and pricing. I then enter invoices into the accounting system and bring any discrepancies to the procurement team’s attention. Next, I process approvals and code invoices to the correct general ledger accounts. When invoices are due, I compile payment batches, obtain the necessary internal sign-offs, and remit payment via check or ACH. Finally, I reconcile accounts regularly and file records.”
3. How do you prioritize your work when handling multiple deadlines?
Time management abilities are crucial in this fast-paced role. Demonstrate how you stay organized and meet tight deadlines.
Example answer:
“I always prioritize invoices by due date to avoid any late fees and maintain positive vendor relationships. I also assign priority status to large or strategic vendor invoices and escalate them appropriately to ensure timely payment. To stay on track, I create task lists and use calendar alerts for key deadlines. I’m comfortable managing high volumes of invoices and improvising if urgent requests come up.”
4. What steps would you take if an invoice didn’t match a purchase order?
Being proactive in resolving discrepancies is key. Showcase your attention to detail and communication skills.
Example answer:
“I would start by thoroughly comparing the invoice to the PO to identify the exact discrepancy. If it’s something simple like a pricing variance, I can usually get internal approval to process the updated amount. For larger mismatches, I reach out to both the vendor and internal team to determine where the disconnect happened. I don’t process payment until the discrepancy is resolved, to maintain accuracy. Clear communication is critical to get alignment quickly.”
5. How would you handle a duplicate payment?
Explain your systematic process for fixing errors and improving processes.
Example answer:
“I would first validate that a duplicate payment occurred by cross-referencing invoice and payment details. Next, I would notify the vendor and request a refund or credit for the overpayment. I would document the error in detail for auditing purposes and take steps like implementing stronger approval controls to prevent it happening again. Accuracy is my top priority, so I take errors very seriously.”
6. What steps do you take to audit invoices before payment?
Showcase your diligence in reviewing details thoroughly before processing payments.
Example answer:
“I validate every detail in the invoice against the PO, from quantities to prices to payment terms. I confirm receipt of goods and services with internal stakeholders. I verify vendor details like addresses match our records. I carefully review tax calculations, discounts, and currency conversions for accuracy. I also use data filters to check for duplicate invoices before finalizing payments. Taking these precautions helps avoid costly mistakes down the line.”
7. How do you stay current on accounts payable best practices and regulations?
Your motivation for continuous learning is important in a field with constantly evolving standards and technology.
Example answer:
“I set aside dedicated time every week to read industry publications, listen to finance podcasts, and research trends in accounts payable. I maintain memberships in relevant professional associations to leverage their training resources and webinars. I also make it a priority to learn any new internal processes and attend cross-training sessions. This understanding of best practices helps me perform my role more effectively.”
8. Have you handled a dispute with a vendor before?
Past experience resolving supplier issues is valuable. Showcase your negotiation skills.
Example answer:
“Yes, I worked with a vendor whose invoices were consistently missing our standard PO numbers, making it difficult to process them. I arranged a call with their AP manager to discuss the issue directly and got their commitment to correct it going forward. Maintaining a tone of collaborative problem-solving, not accusation, helped preserve the relationship while addressing the problem.”
9. How do you stay organized while managing a high volume of work?
Highlight your productivity and time management system.
Example answer:
“Organization is critical in this role. I use an Excel tracker to monitor invoice due dates and statuses, with conditional formatting to quickly spot those needing urgent attention. I also create weekly plans for audits, discrepancies I need to follow up on, and high-priority vendor issues. Checklists help me stay on top of key tasks that can’t slip through the cracks. I touch base with my manager regularly to re-prioritize if needed.”
10. Where do you see yourself in your accounts payable career in five years?
Conclusion: This shows your career ambitions and passion for the field. You can highlight aspirational roles while tying back your existing skills.
Example answer:
“In five years, I hope to progress from Accounts Payable Analyst to a management position, overseeing a team. With my technical accounting skills and proven ability to develop efficient processes and control costs, I hope to eventually take on higher-level financial analysis and strategic planning projects, to create even more value for the organization.”
How to Prepare for Accounts Payable Interviews
These tips will help you have a winningAccounts Payableinterview:
Research the company and role: Understand the company’s financials, competitors, and AP challenges. Review the role’s responsibilities in depth so you can connect your experience to the job.
Brush up on technical skills: Refresh your knowledge of relevant accounting principles, regulations, and software programs like Excel, QuickBooks, etc.
Plan relevant examples: Think of specific stories that showcase your accounts payable experience and soft skills around communication, organization, problem-solving, and work ethic.
Practice responding: Rehearse answers to typical questions with a friend. Prepare clear, concise yet comprehensive responses.
Review your resume: Solidify how your background makes you the best candidate so you can express this effectively.
Get ready to ask thoughtful questions: Research the hiring manager and company to craft engaging questions that show your interest in the role.
Dress professionally: Follow the company dress code and avoid casual-Friday attire for interviews. You want to look sharp and polished.
Following these tips and thoroughly preparing for the most common accounts payable interview questions will help you have a winning interview and land the job! For more interview help, check out additional resources like Indeed and Interview Prep.
What does accounts payable mean?
Accounts payable refers to the amount a business owes its suppliers or vendors for their services or goods.
The amount is usually outstanding, meaning that the services or goods have not been paid for yet. The total of the outstanding payments owed to vendors will appear on the company’s balance sheet.
If the amount of money owed goes up or down, the cash flow statement will show these changes in the total.
What does TDS mean?
TDS means “tax deducted at source. This process of taking out taxes at the source happens when a deductor owes money to a deductee. The deductee will then get the rest of the money. The deductible amount remains with the government.
Accounts Payable Analyst Interview Questions
FAQ
What does an accounts payable analyst do?
What is your strength in accounts payable?
What questions are asked in an accounts payable prescreen?
How do I make the most of accounts payable interview questions?
Here are some tips and examples to help you make the most of any accounts payable interview questions that may come your way. One tip is to ask a friend or family member to conduct a practice interview with you.
Why do you need an interview for an accounts payable position?
An interview for an accounts payable position tests your ability to perform key functions when working with employees in the accounting department. Understanding the different questions an employer can ask helps you prepare and answer them effectively.
How do I prepare for an accounts payable clerk interview?
One tip is to ask a friend or family member to conduct a practice interview with you. Be sure you make a list that covers accounts payable clerk-specific questions that will test your research, problem-solving and computer skills.
