Accounts Payable Review for HVAC

The Accounts Payable Review workflow supports HVAC contractors by standardizing invoice and vendor payment management. It includes matching purchase orders, reviewing delivery confirmations, verifying charges, and approving expenses. Managers track due dates to prevent late fees and maintain supplier trust. By following this workflow, HVAC companies reduce disputes, protect profitability, and improve efficiency. Clients benefit from projects supported by timely material availability. Teams gain accountability with transparent financial oversight. With this workflow in place, HVAC contractors can strengthen professionalism, improve reporting, and deliver projects more reliably while maintaining solid vendor relationships.

Collect incoming invoices from vendors, subs, and service providers

Verify that each invoice includes required details (PO, job name, dates, scope)

Match invoice to purchase order, delivery ticket, or contract

Check pricing, quantities, and terms against original agreement

Flag any discrepancies for clarification or dispute resolution

Confirm that the billed work or materials have been received and approved onsite

Assign cost codes and project numbers for job costing

Route invoice to project manager or designated approver for sign-off

Enter approved invoices into accounting or ERP system

Schedule payments based on due dates, cash flow, and vendor terms

Issue payment via check, ACH, or other method

Record payment details and update vendor balances

File digital or physical copies of invoices and approvals for audit trail

Reconcile AP ledger and review outstanding payables regularly