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.
14 tasks
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
You Found the SOP
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