AP Submission Overview
What is AP? Accounts Payable — anything you need Finance to pay for you via ACH or Wire only.
Email AP submissions + expense report reimbursements to IN Accounting (Anna Hernandez monitors this inbox) + CC Sam McDermott + department managers for approval if applicable.
Jonathan Pugeda should only be looped in if there is an action item for him, an escalation, or if you need additional financial guidance (e.g., COI exemptions, contract issues).
Weekly Deadlines & Payment Cadences
There is 1 check run every week on Thursdays unless there is a holiday or Finance PTO. Sam McDermott will notify of any changes in advance.
- AP submission deadline: Wednesdays at 12pm EST
- Due Upon Receipt: Paid on Thursday — indicate "DUE ON RECEIPT" in your submission
- All other payment terms paid by respective due dates per contract terms
- Rushes accepted within reason; off-cycle payments possible for urgent needs
- Credit card payments preferred when possible — faster and easier than AP process
Vendor + 1099 Freelancer Payment Cadence
Processing period runs Saturday through Friday. Example: Thursday March 5th check run includes invoices due Saturday Feb 28th through Friday March 6th.
Justworks Freelancer + Permalancer Payment Cadence
Processing period runs Thursday through Thursday. Long-term freelancers (Permalancers) are defined as anyone who has billed consecutively for more than 30 days.
Best Practices
- 2-week notice for large payments — anything above $10K. Avoid sending DOR invoices for large amounts with less than 2 weeks notice.
- Submit invoices in the same month services were billed (e.g., April services = April in QuickBooks)
- Monthly close reminder — Sam sends a reminder to submit all invoices before monthly close (typically first week of following month)
- Do not hold invoices — even if working out final pricing. Submit with "HOLD FOR APPROVAL TO PAY" subject line so Finance can factor into cash flow.
International Payees
- Ask if their bank can receive USD funds
- Request a bank-issued document listing ALL banking details required for a US-to-foreign wire
- ALL international payees can ONLY be paid via wire transfer
AP Coding
Category Code = the TYPE of work performed (e.g., PB3 for fabrication). Required for QuickBooks booking.
Project Code = the assigned project identifier. Find in the internal tracker's Project Data tabs or your budget tools.
ACH payments take up to 3 business days. Wire payments take 1-2 business days. New vendors must be approved by Chase as new payees (can take up to 3 business days).
AP Payment Request Email Templates
1099 Vendor Email Template
For vendors/companies with a W9 (W8 for foreign entities) + COI. Can be US or non-US entities.
1099 Freelancer Email Template
For freelancers classified as 1099 individuals or single member LLC/Corporation with a COI.
Justworks Freelancer Email Template
For freelancers who did not meet 1099 criteria and are paid through Justworks as W2 employees. Must have completed onboarding through HR.