Complete Accounts Payable Management
From invoice recording to 1099 filing, we manage your entire AP process through Bill.com and Ramp. Weekly reports, fraud prevention, and full IRS compliance.
Trusted by high-growth startups
End-to-End AP Services
We manage your complete accounts payable workflow using industry-leading platforms. Every invoice is recorded in Bill.com with proper coding, W-9s are collected and validated, payments are optimized for cash back, and 1099 forms are filed with the IRS—all while preventing fraud through Ramp's AI.
Why AP Management Matters
Mismanaged accounts payable leads to missed early payment discounts, duplicate payments, vendor relationship issues, and IRS penalties for incorrect 1099 filing. Professional AP management saves 60% of processing time, captures 2-3% early payment discounts, and ensures complete tax compliance.
Bill.com: Industry-Leading AP Platform
Bill.com provides end-to-end AP automation with AI-powered invoice data capture, automated approval workflows, 3-way PO matching, and integrated 1099 filing. The W-9 Agent eliminates 80% of manual validation steps by automatically collecting and verifying vendor tax information with the IRS.
Ramp: AI-Powered Fraud Prevention
Ramp's AI agents analyze 63 data points—vendor history, payment patterns, invoice anomalies, and contract terms—to flag fraudulent invoices before payment. Early access customers flagged over $1 million in fraud in just 90 days. The platform also optimizes payment methods to maximize cash back rewards.
How It Works
Vendor Onboarding & W-9 Collection
We onboard all vendors into Bill.com and enforce strict W-9 collection. No W-9, no payment—ensuring IRS compliance from day one.
- Create vendor profiles in Bill.com with complete contact details
- Collect Form W-9 with legal name, business name (DBA), and Tax ID
- Validate TIN (Tax ID Number) with IRS through Bill.com's W-9 Agent
- Establish payment terms and preferred payment methods
- Document vendor agreements and contract details
Invoice Recording & Bill.com Processing
Every invoice is recorded in Bill.com with AI-powered data extraction. Proper GL coding, approval routing, and 3-way PO matching ensure accuracy.
- AI-powered OCR captures vendor details, amounts, and due dates automatically
- Assign proper GL codes based on expense categories and departments
- Route invoices through custom approval workflows based on dollar thresholds
- Perform 3-way matching: Invoice vs. Purchase Order vs. Receipt
- Flag duplicate invoices and potential overbilling
Weekly AP Summary & Reporting
Receive detailed weekly reports showing AP aging, upcoming payments, approval status, and cash flow impact for the next 30 days.
- AP aging analysis (current, 30, 60, 90+ days outstanding)
- Upcoming payments by due date with early discount opportunities
- Invoices pending approval with aging alerts
- Vendor payment history and spending trends
- Cash flow forecast for next 30 days
Payment Processing & Optimization
Issue payments through Bill.com and Ramp via ACH, wire, check, or virtual card. We optimize payment methods to maximize cash back and minimize fees.
- Select optimal payment method for each vendor (ACH, wire, check, virtual card)
- Capture early payment discounts (e.g., 2/10 net 30 terms)
- Schedule payments to optimize cash flow
- Fraud prevention: Ramp AI flags suspicious invoices before payment
- Real-time payment status tracking and confirmation
1099 Preparation & IRS Filing
At year-end, we prepare all 1099-NEC and 1099-MISC forms, deliver them to vendors electronically or via USPS, and file directly with the IRS and all 50 states.
- Categorize payments in bulk (box 7 for 1099-NEC, various boxes for 1099-MISC)
- Generate 1099-NEC for contractors paid $600+ (2025 tax year)
- Generate 1099-MISC for rent, royalties, and other payments
- Deliver forms to vendors electronically or via USPS by January 31
- File with IRS and all 50 states by required deadlines
Key Deadlines
1099-NEC Due Date
Form 1099-NEC must be filed with the IRS and furnished to recipients by January 31 (no extensions). This covers independent contractor payments of $600+ during the 2025 tax year.
Applies to: All businesses with contractors paid $600+
1099-MISC Recipient Deadline
Businesses must furnish 1099-MISC copies to recipients by February 2, 2026 (January 31 falls on weekend, moved to next business day).
Applies to: Businesses reporting rent, royalties, prizes, or other income
1099-MISC E-File Deadline
Businesses have until March 31, 2026, to e-file Form 1099-MISC with the IRS. Paper filing deadline is earlier (February 28).
Applies to: All businesses e-filing 1099-MISC forms
Invoice Approval Deadlines
Approve invoices within your payment terms to capture early payment discounts (e.g., 2% discount if paid within 10 days on 2/10 net 30 terms).
Applies to: All invoices with early payment discount terms
Common Mistakes to Avoid
Missing W-9s Before Payment
IRS can impose $290 penalty per missing 1099, and backup withholding requirements kick in (24% withholding from future payments)
Implement 'No W-9, No Payment' policy. We enforce this rule in Bill.com—vendors don't get paid until W-9 is collected and validated.
Late 1099 Filing
Penalties escalate quickly: $60 per form if filed within 30 days late, $130 if filed by August 1, $340 if filed after August 1 or not filed
We prepare 1099s in early January and file by January 31 deadline for 1099-NEC. Bill.com automates the entire process from data collection to IRS submission.
Duplicate Payments
Paying the same invoice twice drains cash and recovering funds from vendors is difficult and time-consuming
Bill.com flags potential duplicates based on vendor, amount, and date. Ramp's AI analyzes payment patterns and catches duplicate submission attempts before payment is issued.
Fraudulent Invoice Payments
Invoice fraud costs businesses billions annually—fake invoices, invoice modification, and vendor impersonation are common schemes
Ramp's AI agents analyze 63 data points including vendor history, invoice patterns, and contract terms. Early customers flagged $1M+ in fraud within 90 days.
Missing Early Payment Discounts
Missing 2/10 net 30 discounts is equivalent to paying 36% annual interest. On $500K annual spend, that's $10K in lost savings.
We flag all early payment discount opportunities in weekly AP reports and schedule payments to capture discounts while maintaining optimal cash flow.
Incorrect 1099 Classification
Misclassifying payments (e.g., reporting rent in wrong box) leads to IRS inquiries, amended filings, and potential penalties
We categorize all payments correctly: Box 1 (rent) vs. Box 7 (1099-NEC contractor payments) vs. Box 2 (royalties). Bill.com's system ensures proper classification.
How Finvisor Manages Your AP
We combine Bill.com's automation with Ramp's AI fraud detection to provide complete AP management—from invoice receipt to 1099 filing.
Automated Invoice Processing
AI-powered OCR in Bill.com captures all invoice data automatically. We code to correct GL accounts, route through approval workflows, and perform 3-way matching against POs.
Vendor Management & W-9 Collection
We onboard vendors, collect and validate W-9s with the IRS, establish payment terms, and enforce 'No W-9, No Payment' policy to ensure tax compliance.
Complete 1099 Compliance
Year-end 1099 filing handled completely: form generation, vendor delivery (electronic/USPS), and direct IRS filing with all 50 states by January 31 deadline.
Frequently Asked Questions
How do you handle 1099 filing and what exactly is included?
We handle complete end-to-end 1099 filing: (1) W-9 collection and TIN validation with IRS, (2) payment categorization in bulk within Bill.com, (3) 1099-NEC and 1099-MISC form generation, (4) electronic and physical delivery to vendors (via USPS), and (5) direct filing with IRS and all 50 states. We meet the January 31 deadline for 1099-NEC and ensure full IRS compliance. Pricing is $2.99 per filing for direct customers or $1.99 for accounting partners through Bill.com.
Do you use Bill.com, Ramp, or both platforms?
We work with both platforms based on your needs and existing setup. Bill.com excels at invoice management, approval workflows, W-9 collection, and integrated 1099 filing. Ramp provides AI-powered fraud detection, corporate card integration, and zero-fee payment options. Most clients benefit from using both: Bill.com for invoice workflows and 1099 compliance, Ramp for fraud prevention and payment optimization. We can also work with just one platform if you prefer.
What information is included in the weekly AP summary?
Your weekly report includes: (1) AP aging analysis showing invoices by age bucket (current, 30, 60, 90+ days), (2) upcoming payments organized by due date, (3) invoices pending approval with aging alerts, (4) early payment discount opportunities with savings calculations, (5) vendor payment history and spending trends, (6) duplicate payment alerts, and (7) 30-day cash flow forecast showing impact of scheduled payments on your cash position.
How do you prevent duplicate payments and detect fraud?
We use a two-layer approach: (1) Bill.com flags potential duplicates based on vendor name, invoice amount, and invoice date, plus 3-way matching against purchase orders and receipts to catch overbilling. (2) Ramp's AI agents analyze 63 data points including vendor payment history, invoice patterns, contract terms, and vendor behavior. The system automatically flags suspicious invoices for review before payment. This combination caught over $1 million in fraudulent invoices for early access customers in just 90 days.
Can I maintain signing authority and control over payments?
Absolutely. You control all payment approvals and thresholds in Bill.com. We prepare invoices, code them to correct GL accounts, route them through approval workflows, and flag issues—but you retain full signing authority. You can set approval limits by user, department, or vendor category. For example, invoices under $1,000 might auto-approve, while anything over $10,000 requires your signature. You decide who can approve what.
What payment methods do you support and which is best?
We support ACH transfers (free through most banks), wire payments (for large amounts), physical checks (Bill.com can mail them), and virtual cards through Ramp (earn cash back). Best method depends on vendor and amount: (1) Virtual cards for vendors who accept credit cards—earn 1.5-2% cash back, (2) ACH for most vendors—zero fees and faster than checks, (3) Wires for large international payments or urgent transfers, (4) Checks for vendors who don't accept electronic payments. We recommend the optimal method for each vendor to maximize savings.
How quickly can you take over our AP process?
Most clients are fully onboarded in 1-2 weeks. We'll: (1) migrate existing vendors to Bill.com (or work with your existing setup), (2) collect missing W-9s from vendors, (3) establish approval workflows based on your org structure, (4) integrate with your accounting system (QuickBooks Online, NetSuite, etc.), and (5) set up payment methods and bank connections. If you're in a rush (audit, due diligence, or immediate need), we can accelerate this timeline and get critical functions running within days.
What happens if a vendor refuses to provide a W-9 form?
We enforce a strict 'No W-9, No Payment' policy to protect you from IRS penalties. If a vendor refuses to provide a W-9, we: (1) flag the issue immediately and withhold payment, (2) explain the IRS requirement to the vendor (they're legally required to provide it), (3) notify you of the situation, and (4) document the refusal. If they continue to refuse, you may be required to start backup withholding (24% of payments) and you cannot issue a 1099 without their information. Legitimate vendors always provide W-9s—refusal is a red flag.
Related Services
Explore our other accounts-payable services
W-9 Collection & Vendor Onboarding Services
Professional W-9 collection and vendor onboarding using Bill.com's W-9 Agent. Eliminate 80% of manual validation, ensure IRS compliance, and enforce 'No W-9, No Payment' policy automatically.
Learn More1099 Filing Services | Form 1099-NEC & 1099-MISC
Complete 1099 filing service through Bill.com: W-9 collection, payment categorization, form generation, vendor delivery (electronic/USPS), and IRS filing with all 50 states. $1.99 per form with bulk partner pricing.
Learn MoreReady to streamline your accounts payable?
Let us handle your AP so you can focus on growing your business. Get started in 1-2 weeks with complete Bill.com setup and Ramp integration.