Hire a Top AP / AR Specialist in LatAm. Same Quality. 44% Less.

• Manage accounts payable by receiving, processing, verifying, and reconciling invoices.
• Ensure timely billing of services and products to clients for accounts receivable management.
• Post customer payments by recording cash, checks, and credit card transactions.
• Verify the validity of account discrepancies by obtaining and investigating information from sales, trade promotions, customer service departments, and customers.
• Resolve valid or authorized deductions by entering adjusting entries and resolving invalid or unauthorized deductions by following pending deductions procedures.
• Update receivables by totaling unpaid invoices and maintaining invoice accounts; coordinating monthly transfer to accounts receivable account; verifying totals; preparing a report.
• Maintain historical records by filing documents and keeping track of all payments and expenditures, including purchase orders, invoices, and statements.
• Pay vendors by scheduling and preparing checks, and resolving purchase order, contract, invoice, or payment discrepancies and documentation.
• Ensure credit is received for outstanding memos, issuing stop-payments or purchase order amendments.
• Report sales taxes by calculating requirements on paid invoices.

• Proven working experience as an accounts payable/accounts receivable specialist.
• Solid understanding of basic bookkeeping and accounting payable/receivable principles.
• Proven ability to calculate, post, and manage accounting figures and financial records.
• Data entry skills along with a knack for numbers.
• Hands-on experience with spreadsheets and proprietary software.
• Proficiency in English and in MS Office, with aptitude in using financial software (e.g., QuickBooks).
• High degree of accuracy and attention to detail.
• BS degree in Finance, Accounting, or Business Administration.
• Understanding of applicable laws and best practices for collection and payment processes.
• Strong negotiation and problem-solving skills.

What AP/AR Work Should Your New Hire Own?

An AP/AR Specialist managing vendor payments and customer collections for a SaaS company has different responsibilities from someone processing invoices for a construction business or reconciling transactions for an e-commerce brand.

Some professionals have stronger accounts payable experience, including purchase orders, vendor invoices, and payment preparation. Others specialize in accounts receivable, billing disputes, cash application, and collections.

The right hire depends on your transaction volume, the complexity of your billing and purchasing processes, and how much independent ownership you need across both functions.

An experienced AP/AR Specialist may handle several of these areas, particularly when they've worked in smaller finance teams.

However, experience with both functions matters when you're hiring someone to own a combined position.

For example, a candidate with five years of accounts payable experience may be excellent at supplier invoice processing but have limited experience collecting overdue customer balances.

Similarly, someone with a strong collections background may be unfamiliar with purchase order matching or vendor payment controls.

Before hiring, determine how much time the role will spend on each function.

A company processing 100 supplier invoices and 60 customer invoices each month may be able to combine the responsibilities.

A business handling thousands of transactions across several systems may benefit from dedicated Accounts Payable and Accounts Receivable Specialists.

The decision should reflect workload complexity, control requirements, and the capacity needed to maintain accurate financial records.

How Should a Remote AP/AR Specialist Fit Into Your Finance Team?

A remote AP/AR Specialist can manage incoming and outgoing invoice workflows, maintain transaction records, investigate discrepancies, and coordinate with vendors and customers during overlapping U.S. business hours.

The arrangement works best when your company establishes clear ownership of each workflow, reliable review procedures, and appropriate financial approval controls.

Define Ownership of Accounts Payable and Accounts Receivable

A combined AP/AR position can make sense for a growing business, particularly when neither function requires a full-time dedicated employee.

However, the responsibilities should be organized so the specialist can manage both workloads without overlooking important deadlines.

For example, imagine a professional services company that receives around 120 vendor invoices and issues approximately 80 customer invoices each month.

Its AP/AR Specialist might spend the first part of the week reviewing vendor invoices, preparing payment information, and investigating approval delays.

Later, they may focus on customer billing, cash application, overdue balances, and month-end schedules.

The company should define ownership across two distinct workflows.

Accounts payable responsibilities may include:

• Receiving and validating vendor invoices
• Reviewing purchase orders and supporting documents
• Confirming appropriate expense coding
• Routing invoices for approval
• Maintaining vendor records
• Preparing payment batches for authorized approval
• Responding to supplier inquiries
• Reconciling supplier statements

Accounts receivable responsibilities may include:

• Preparing customer invoices
• Verifying billing terms
• Applying received payments
• Reviewing customer aging reports
• Investigating unapplied cash
• Sending approved payment reminders
• Resolving billing disputes
• Reconciling customer account balances

The specialist may also support month-end close activities by preparing AP and AR reports for the Accountant or Controller.

Establish which duties they can complete independently and which require review.

For example, the specialist may prepare a vendor payment batch while the Controller or another authorized person approves its release.

They may also identify a potential customer credit adjustment while the appropriate manager approves the final correction.

Clear ownership helps ensure that invoices, payments, and outstanding balances are processed consistently across both sides of the accounting operation.

Establish Invoice Verification and Approval Workflows

Accounts payable accuracy begins before a payment is made.

For example, a supplier may submit an invoice for equipment that your company ordered several weeks earlier.

Before processing it, your AP/AR Specialist may need to confirm that the supplier, amount, purchase order, and receiving information agree.

For companies using purchase orders, a three-way match may compare:

1. The approved purchase order
2. The goods receipt or service confirmation
3. The vendor invoice

The precise requirements depend on your purchasing process.

For example, a service invoice may require confirmation from the department that received the work rather than a traditional goods receipt.

Your specialist should understand how to handle common exceptions.

These might include:

• An invoice without a purchase order
• A price difference between the PO and invoice
• Missing receiving documentation
• Duplicate invoice numbers
• Incorrect vendor information
• Disputed quantities
• Unapproved expense categories
• Unexpected fees
• Missing supporting documents

For example, imagine a vendor submits a $4,800 invoice against a purchase order approved for $4,200.

Your AP/AR Specialist should investigate the difference and follow the company's exception procedure.

They shouldn't independently approve the additional amount unless their role includes that authority.

A consistent workflow should record who reviewed the invoice, who approved any changes, and when the invoice became eligible for payment.

Tools such as Bill, Tipalti, Ramp, Stampli, Coupa, and ERP-based approval systems may support these processes.

A reliable invoice approval process helps reduce duplicate payments, unsupported expenses, and avoidable vendor disputes.

Build a Consistent Customer Billing and Collections Process

Accounts receivable requires accurate billing and disciplined follow-up.

For example, a consulting company may issue invoices after project milestones are completed.

If the billing team receives incomplete project information, invoices may be delayed or contain incorrect amounts.

That can affect when customers make payments.

Your AP/AR Specialist should understand how billing information reaches the accounting system.

A practical process includes:

• Confirming the customer and billing entity
• Reviewing approved pricing or contract terms
• Verifying purchase order requirements
• Applying the correct payment terms
• Generating the invoice
• Submitting it through the required channel
• Recording the invoice in the accounting system
• Confirming receipt when necessary
• Monitoring payment status
• Following up on overdue amounts

For example, some B2B customers require invoices to be submitted through procurement portals.

An invoice sent only by email may remain unpaid because it hasn't entered the customer's approval system.

Your specialist should understand these requirements and maintain accurate submission records.

Collections procedures also need clear expectations.

A company might establish different follow-up steps for invoices that are:

• Approaching their due dates
• 1–15 days overdue
• 16–30 days overdue
• 31–60 days overdue
• More than 60 days overdue

These ranges are examples; your company should determine the appropriate collections policy.

For instance, a polite reminder may be appropriate shortly after an invoice becomes overdue.

A significantly overdue balance may require escalation to the Account Manager, Controller, or collections team.

The specialist should understand how to communicate professionally while protecting customer relationships.

The objective is to maintain accurate billing records and resolve outstanding balances through a consistent, documented process.

Coordinate Cash Application and Payment Reconciliation

Receiving customer payments creates another important responsibility: ensuring that each payment is associated with the correct invoice or customer account.

For example, imagine your company receives a $12,500 bank transfer.

The customer has four open invoices and hasn't included invoice references in the payment details.

Your specialist needs to determine how the payment should be applied.

The appropriate process may involve reviewing:

• Remittance advice
• Customer account history
• Outstanding invoices
• Bank transaction details
• Payment processor reports
• Existing credits
• Previously unapplied payments

The employee should distinguish between a payment that has been received and one that has been properly matched.

For companies using Stripe, PayPal, or other payment platforms, the specialist may also need to account for refunds, processing fees, and settlement timing differences.

For example, a payment processor may transfer a net amount after deducting fees.

Your accounting records may need to reflect the gross customer payment, fees, and related settlement activity according to the company's accounting policies.

Your specialist should understand how the system records those transactions and when to escalate reconciliation problems.

Common issues include:

• Unapplied cash
• Duplicate payment entries
• Short payments
• Customer overpayments
• Unrecorded credit memos
• Bank settlement timing differences
• Missing remittance details
• Incorrect customer account allocations

Establish how unresolved items are tracked and reviewed.

For example, an unapplied payment shouldn't remain indefinitely without an assigned owner and investigation status.

Accurate cash application improves customer account records and helps the accounting team produce reliable AR balances.

Maintain Vendor and Customer Master Data Controls

AP/AR Specialists frequently manage information that determines who receives payments and how invoices are issued.

That information requires careful handling.

For example, a vendor may email your company requesting a change to its bank account details.

The request may appear legitimate, but changing payment instructions creates a potential fraud risk.

Your specialist should follow an established verification and approval procedure.

A useful vendor master data process may include:

• Confirming the supplier's legal name
• Maintaining approved contact details
• Reviewing tax documentation where applicable
• Recording payment terms
• Verifying banking changes through an approved independent method
• Restricting who can edit sensitive fields
• Documenting approvals
• Identifying duplicate vendor records

Customer master data also matters.

An incorrect billing address, tax treatment, payment term, or customer account mapping can lead to invoice disputes and delayed payments.

Establish which customer fields the specialist may update.

For example, they might correct an approved billing contact while requiring additional authorization to change negotiated payment terms or issue a credit.

The company should also restrict access to sensitive payment information and use appropriate authentication controls.

A remote employee should receive the permissions necessary to complete assigned work, with important payment and account changes subject to independent review.

Coordinate AP/AR Work With the Month-End Close

AP and AR transactions affect the accuracy of financial statements.

For example, if a company receives a material supplier invoice after month-end for services provided during the previous month, the accounting team may need to evaluate whether an accrual is required.

Similarly, customer payments may need reconciliation before accounts receivable balances can be finalized.

Your AP/AR Specialist should understand which records the Accountant or Accounting Manager needs during close.

Typical deliverables include:

• Open AP aging report
• Open AR aging report
• Vendor statement reconciliations
• Unprocessed invoice list
• Pending approval report
• Unapplied cash report
• Customer credit balances
• Outstanding billing disputes
• AP and AR subledger reports
• Supporting information for accruals
• Documentation of unusual transactions

For example, an AP/AR Specialist may identify invoices received after the standard processing cutoff and provide them to the Accountant for review.

The Accountant determines the appropriate accounting treatment and prepares any required adjustment.

Similarly, the specialist may reconcile the AR subledger to the general ledger and investigate differences under the established review process.

Define when reports must be completed and which employee reviews them.

A shared close calendar can help coordinate responsibilities.

For example, the AP aging report may need to be finalized before the Accountant reviews expense accruals.

The AR reconciliation may be required before the Controller approves the balance sheet.

A strong AP/AR Specialist contributes to month-end reporting through accurate transaction processing, timely reconciliations, and complete supporting documentation.

Establish Metrics That Reflect Both Accuracy and Cash Flow

AP/AR performance should be evaluated through a combination of transaction accuracy, timeliness, and outstanding balances.

For example, a specialist may process vendor invoices quickly while allowing duplicate records or approval exceptions to accumulate.

Another employee may follow up aggressively on overdue customer invoices without resolving the billing errors causing those delays.

Both situations can create problems.

Useful AP metrics include:

• Invoice processing time
• Percentage of invoices processed accurately
• Percentage of invoices approved by the required deadline
• Duplicate invoice exceptions
• Overdue supplier invoices
• Unresolved PO discrepancies
• Vendor inquiry resolution time
• Payment preparation accuracy

Useful AR metrics include:

• Days sales outstanding (DSO)
• Percentage of receivables past due
• Aging by overdue category
• Invoice accuracy
• Cash application timeliness
• Unapplied cash balance
• Billing dispute resolution time
• Collection follow-up completion

For example, DSO can help a company understand how long customer payments take to collect relative to credit sales.

However, changes in DSO may reflect customer mix, payment terms, seasonal activity, or billing issues.

The specialist's performance should be evaluated in that context.

Similarly, days payable outstanding (DPO) may provide useful working capital information, but delaying supplier payments beyond agreed terms can damage relationships or create additional costs.

For combined positions, establish separate AP and AR performance measures.

The strongest outcome is accurate, timely processing with fewer unresolved exceptions and better visibility into upcoming payments and collections.

Decide When to Split AP and AR Into Separate Roles

A combined AP/AR Specialist can be a practical solution for a growing company.

However, increasing transaction volume and more complex approval requirements may eventually justify separate positions.

For example, your business may expand from processing 100 invoices per month to handling several hundred vendor and customer transactions across multiple entities.

At that point, your specialist may struggle to manage payment deadlines, collection follow-ups, reconciliations, and exception resolution consistently.

Possible indicators that the company needs more capacity include:

• Increasing overdue invoice backlogs
• Delayed customer billing
• Unresolved vendor discrepancies
• Growing unapplied cash balances
• Excessive dependence on one employee
• Repeated missed close deadlines
• Inadequate review coverage
• Complex vendor approval requirements
• More intensive collection activities
• Additional entities or accounting systems

Separating AP and AR can also strengthen internal controls and improve functional specialization.

For example, an Accounts Payable Specialist can focus on supplier invoices, purchasing workflows, and payment preparation.

An Accounts Receivable Specialist can focus on billing, customer account reconciliation, collections, and payment application.

Your Accountant or Accounting Manager can oversee reporting and review responsibilities.

The decision to separate the functions should reflect workload, risk, and the quality of financial processes rather than a fixed company size or invoice count.

Related Roles to Consider

AP/AR responsibilities overlap with general accounting, bookkeeping, billing, and financial control.

Depending on your company's workload, hiring a dedicated specialist or someone with broader accounting experience may be more appropriate.

• Accounts Payable Specialist: Focuses on supplier invoice verification, purchase order matching, payment preparation, vendor records, and AP reconciliations.
• Accounts Receivable Specialist: Manages customer invoicing, cash application, overdue balances, payment follow-ups, and AR reconciliations.
• Billing Specialist: Concentrates on preparing accurate customer invoices, managing billing schedules, and resolving invoice submission or pricing problems.
• Accounting Associate: Supports transaction processing, reconciliations, accounting documentation, and recurring finance operations.
• Bookkeeper: Maintains broader financial transaction records, including routine AP, AR, bank reconciliation, and bookkeeping responsibilities.
• Staff Accountant: Handles journal entries, general ledger reconciliations, accruals, and month-end accounting support.
• Accountant: Takes broader responsibility for accounting records, financial reconciliations, reporting, and close processes.
• Accounting Manager: Oversees accounting employees, supervises AP/AR processes, reviews work quality, and coordinates financial reporting.

An AP/AR Specialist is generally the strongest fit when your company needs a dedicated employee to manage both incoming and outgoing invoice workflows, maintain accurate transaction records, and resolve routine payment discrepancies.

If customer collections are your main challenge, an Accounts Receivable Specialist may be the stronger choice.

If vendor invoices and payment approvals are consuming most of your team's time, consider an Accounts Payable Specialist.

And if your company needs someone to handle journal entries, accruals, and financial statement preparation, an Accountant or Staff Accountant may better match the role.

For more detail on receivables-specific hiring requirements, see South's guide to hiring an Accounts Receivable Specialist from Latin America.

How to Evaluate AP/AR Specialist Candidates

AP/AR Specialist candidates may list QuickBooks, NetSuite, Bill, Excel, collections, invoice processing, and reconciliation experience on their résumés.

Those qualifications provide useful background, but the strongest candidates should demonstrate accurate transaction processing, sound judgment around approvals, confidence resolving discrepancies, and professional communication with both vendors and customers.

A practical assessment can help you evaluate these capabilities.

Use a Realistic AP/AR Assessment

Consider giving shortlisted candidates the following scenario:

Your company provides B2B technology services to U.S. customers.

You use QuickBooks Online and Bill for financial operations.

Your AP/AR Specialist manages supplier invoices, customer billing, payment tracking, and account reconciliations.

It's the final week of the month, and five issues require attention.

Issue 1 — Vendor invoice discrepancy

A supplier submits a $6,250 invoice against a purchase order approved for $5,800.

The supporting documents don't explain the difference.

Issue 2 — Potential duplicate invoice

Two invoices from the same vendor have identical invoice numbers and amounts, but different submission dates.

Issue 3 — Overdue customer balance

A customer has a $14,000 invoice that is 45 days overdue.

The customer claims the invoice includes work that was never delivered.

Issue 4 — Unapplied payment

Your company receives a $9,600 bank transfer without remittance information.

The customer account contains several open invoices.

Issue 5 — Month-end reconciliation

The accounts receivable subledger doesn't agree with the corresponding general ledger control account.

Ask candidates to prepare a short action plan explaining how they'd investigate each issue.

Provide them with:

• A fictional vendor invoice
• Purchase order details
• A receiving or service confirmation record
• A vendor invoice register
• A customer aging report
• Sample customer correspondence
• Bank transaction details
• An AR subledger
• A general ledger balance
• A simplified approval policy

The candidate should explain how they'd verify information, identify potential errors, and determine which matters require escalation.

For the vendor invoice discrepancy, a strong candidate should investigate the difference and follow the company's approval process.

For the duplicate invoice, they should prevent potential duplicate payment while confirming whether the records represent the same obligation.

For the customer dispute, they should work with the relevant department to verify what was delivered before pursuing an appropriate resolution.

For the unapplied payment, they should investigate customer and invoice details before allocating funds.

For the reconciliation difference, they should trace relevant transactions and document their findings.

Use the following evaluation scorecard:

Test Invoice Matching and Duplicate Payment Detection

Give candidates a sample vendor invoice, purchase order, and receiving record.

Introduce a small discrepancy.

For example, the purchase order may authorize 40 items at $75 each, while the invoice lists 44 items.

Ask candidates to explain how they'd process the invoice.

A strong candidate should recognize the difference and investigate before submitting it for approval.

They should also understand whether the company's process allows quantity or price tolerances and who can approve exceptions.

For duplicate detection, provide two invoices with similar identifiers.

The candidate should understand how to compare invoice numbers, vendor details, dates, amounts, and existing accounting records.

Look for candidates who can identify exceptions and follow the appropriate procedure without making unauthorized adjustments.

Evaluate Collections and Customer Communication

Accounts receivable requires communication skills as well as accounting accuracy.

Consider asking:

"A customer has an invoice that is 60 days overdue. They haven't responded to previous reminders, and the sales team considers the account strategically important. What would you do?"

Strong candidates should review the account history and verify the outstanding balance.

They should also determine whether the customer has raised a billing dispute.

The next steps should follow company policy and account ownership arrangements.

For example, the specialist might coordinate with the Account Manager before sending another reminder.

Ask the candidate to draft an email.

The message should explain the outstanding balance, identify the relevant invoice, and request an appropriate update.

It should remain professional and avoid unsupported threats or payment commitments.

For customer-facing positions, written English proficiency is particularly important.

Assess Cash Application and Reconciliation Skills

Cash application errors can create inaccurate customer balances and unnecessary collection activity.

Consider asking:

"A customer sends a payment covering three invoices, but the transfer amount is lower than the total outstanding balance. How would you investigate?"

A strong candidate should review available remittance details, credit memos, deductions, and the customer's payment history.

They should recognize that the difference might reflect a legitimate credit, disputed charge, partial payment, or another issue.

If the payment cannot be fully allocated, they should follow the company's procedure for recording and investigating unapplied or partially applied cash.

You can also ask candidates to reconcile a simplified AR aging report with the general ledger.

Look for careful review, correct calculations, and clear documentation.

Test Financial Controls and Fraud Awareness

AP/AR Specialists handle sensitive payment information.

A practical assessment should evaluate how they respond to unusual requests.

For example:

"A familiar vendor emails new bank account instructions and asks for the next payment to be sent immediately. The email address looks slightly different from previous correspondence. What would you do?"

Strong candidates should recognize the warning signs and follow an approved independent verification process.

They should avoid treating the email alone as sufficient authorization.

Similarly, ask how they'd handle a request from a customer to change the bank account used for a refund.

The employee should understand the company's verification and approval procedures.

Candidates need to demonstrate both accuracy and awareness of financial controls.

Evaluate Excel and Accounting Software Experience

Give candidates a simple spreadsheet containing vendor invoices and customer payments.

Ask them to identify:

• Duplicate invoice numbers
• Missing transaction details
• Overdue customer balances
• Unmatched payments
• Totals by vendor
• Totals by aging category
• Records requiring investigation

Depending on the position, relevant Excel skills may include:

• Filtering and sorting
• SUMIFS and COUNTIFS
• XLOOKUP or equivalent functions
• Pivot tables
• Data validation
• Conditional formatting
• Duplicate identification

For ERP-focused positions, ask candidates how they've used QuickBooks, NetSuite, SAP, or another accounting platform.

For example, they should be able to explain how they locate a customer payment, review an invoice's approval status, or investigate a vendor balance.

The assessment should reflect the systems your company actually uses.

Assess Prioritization During Month-End

AP/AR workloads can become demanding near financial reporting deadlines.

Consider asking:

"It's the last day of the month. Several vendor invoices are awaiting approval, a customer is disputing a large balance, and the Accountant needs an updated AR reconciliation by the end of the day. How would you prioritize the work?"

Strong candidates should consider financial reporting deadlines, payment due dates, materiality, and the consequences of unresolved issues.

They should also communicate dependencies.

For example, they may need an authorized manager to review a payment exception before processing can continue.

The candidate should explain what can be completed independently and what requires coordination.

For remote positions, evaluate how clearly they document blockers and communicate with the finance team.

What Should an AP/AR Specialist Accomplish in the First 90 Days?

The first three months should demonstrate whether your new AP/AR Specialist understands your financial workflows, can process transactions accurately, and is contributing to better visibility across vendor payments and customer balances.

First 30 Days: Learn the Systems and Complete Initial Transactions

During the first month, your specialist should become familiar with the company's accounting systems, policies, and reporting expectations.

Initial responsibilities may include:

• Reviewing the chart of accounts
• Understanding AP and AR procedures
• Learning vendor invoice workflows
• Reviewing customer billing terms
• Understanding approval authority
• Learning the ERP and payment platforms
• Reviewing master data requirements
• Understanding collections procedures
• Studying month-end deadlines
• Reviewing existing aging reports
• Learning reconciliation procedures
• Understanding security controls
• Completing selected transactions under review

A useful first milestone is accurately processing a representative set of AP and AR transactions while following the company's documentation and approval requirements.

For example, the specialist may process a small batch of vendor invoices, prepare customer invoices, and reconcile selected payments with supervision.

Managers should evaluate accuracy, attention to detail, and the ability to identify exceptions.

Days 31–60: Take Ownership of Recurring AP/AR Workflows

During the second month, your specialist should begin handling assigned processes more independently.

Responsibilities may include:

• Processing recurring vendor invoices
• Maintaining invoice approval records
• Preparing authorized payment batches
• Managing customer invoices
• Recording and applying payments
• Reviewing AR aging reports
• Sending approved collections reminders
• Reconciling vendor statements
• Investigating unresolved payment differences
• Maintaining AP and AR documentation
• Preparing reports for the Accountant
• Coordinating with customers and vendors

For example, a specialist supporting a consulting company may take ownership of the weekly vendor invoice queue and monthly customer billing cycle.

They should be able to identify invoices requiring approval, track overdue customer balances, and communicate outstanding issues to the appropriate team members.

Managers should evaluate processing accuracy, timeliness, communication, and consistent use of financial controls.

Days 61–90: Demonstrate Measurable AP/AR Value

By the third month, your AP/AR Specialist should be taking ownership of assigned transaction workflows with increasing independence.

Useful performance indicators include:

• Vendor invoice processing accuracy
• On-time processing of approved invoices
• Duplicate payment prevention
• Reduction in unresolved AP exceptions
• Customer invoice accuracy
• Cash application timeliness
• Reduction in unapplied cash
• Consistent collections follow-up
• Quality of aging reports
• Reconciliation accuracy
• Timely month-end support
• Appropriate use of approval workflows
• Quality of customer and vendor communication
• Completion of supporting documentation

Performance expectations should reflect the company's transaction volume and existing process maturity.

For example, a business with a substantial backlog of overdue invoices may need the specialist to prioritize account investigation and customer follow-ups.

A company with recurring duplicate invoice issues may focus on improving AP verification procedures.

A successful first 90 days should establish accurate transaction ownership, stronger follow-through on outstanding balances, and more reliable AP/AR information for the finance team.

How South Helped a Technology Company Hire an Accounting Specialist With AP/AR Experience

As businesses grow, everyday financial administration becomes more demanding.

Vendor invoices need review, customer payments have to be recorded, and financial information must remain accurate across accounting systems.

One U.S. technology company encountered these needs while developing tools for the power management of electronic systems.

The company wanted an accounting professional who could manage recurring financial tasks and maintain organized records in QuickBooks.

The Challenge: Finding Someone Comfortable With Both Payables and Receivables

The business was looking for a remote Bookkeeper/Accountant with practical accounting experience.

The position required:

• Two to three years of QuickBooks experience
• Familiarity with purchase orders and approval workflows
• Knowledge of generally accepted accounting principles
• Accurate financial data entry
• Strong English comprehension
• Experience maintaining financial records

The initial workload was approximately 15–20 hours per week, with the possibility of expanding to full-time responsibilities later.

The company needed someone capable of managing routine accounting work while communicating clearly with its team.

The Solution: Milagros, an Accounting Specialist From Argentina

South helped the business find Milagros, an Accounting Specialist based in Argentina.

The published success story identifies a monthly cost of $1,800.

Milagros brought more than two years of hands-on QuickBooks experience, including purchase orders and approval workflows.

Her accounting background also included invoicing, payroll, account reconciliations, and financial reporting.

These skills aligned with the client's need for someone who could maintain reliable financial records and work across several recurring accounting tasks.

The Responsibilities: AP, AR, and QuickBooks Administration

Milagros's responsibilities included:

• Managing accounts payable and accounts receivable
• Entering purchase orders in QuickBooks
• Completing general bookkeeping tasks
• Maintaining accurate financial records
• Supporting financial reporting
• Communicating with customers and suppliers

The placement is particularly relevant to companies considering a combined AP/AR role because the employee's responsibilities covered both incoming and outgoing financial transactions.

The published case study reports that Milagros adapted quickly to the position and began contributing to the company's accounting operations.

It doesn't provide a specific time-to-hire figure or independently quantified improvements in collections, payment accuracy, or close speed.

What This Means for Companies Hiring AP/AR Specialists

This placement illustrates how a growing business can benefit from a professional whose experience covers several related accounting functions.

The technology company needed practical knowledge of QuickBooks, purchase orders, invoicing, and accurate financial records.

For other organizations, the requirements may differ.

A manufacturing company may need stronger purchase order matching and vendor payment expertise.

A B2B services firm may prioritize customer collections and aging management.

An e-commerce company may need experience reconciling payment platforms, refunds, and supplier invoices.

The strongest hiring process identifies the specific AP and AR workflows the employee will own and evaluates candidates against those responsibilities.

The case study's $1,800 monthly cost applies to the documented placement, which was initially scoped at 15–20 hours per week. It should be distinguished from South's advertised all-in rate for a full-time AP/AR Specialist.

Read the full success story: A Tech Company Hired an Accounting Specialist for $1,800/Month.

Hire an AP/AR Specialist in Latin America With South

When vendor invoices, customer billing, and payment reconciliations start accumulating, even small accounting errors can become expensive and time-consuming.

Invoices need accurate coding, collections require consistent follow-up, and finance leaders need reliable information about outstanding balances.

An experienced AP/AR Specialist can help your company process transactions, investigate discrepancies, maintain financial records, and improve the consistency of incoming and outgoing payment workflows.

South helps U.S. companies hire full-time, pre-vetted AP/AR Specialists from Latin America, matched to their accounting systems, industry, transaction volume, and experience requirements.

Whether you need someone managing vendor invoices, purchase order matching, customer billing, payment application, collections, or month-end AP/AR reconciliations, we can help you find professionals with relevant experience.

You'll benefit from overlapping U.S. working hours, English-screened professionals, one consolidated monthly invoice, no minimum commitments, and free replacement support if a hire doesn't work out.

Schedule a free call with South to find an AP/AR Specialist who fits your finance team's needs and hiring budget.

Frequently Asked Questions (FAQs)

Should I Hire One AP/AR Specialist or Separate AP and AR Specialists?

One AP/AR Specialist can be a practical fit for a business with manageable transaction volume and relatively straightforward billing and purchasing processes.

For example, a small professional services company may need someone to process vendor invoices, issue customer invoices, apply payments, and maintain aging reports.

As transaction volume and process complexity increase, separate AP and AR positions may provide better capacity and specialization.

The decision should consider workload, approval controls, customer collections demands, and month-end reporting requirements.

What Is the Difference Between an AP/AR Specialist and a Bookkeeper?

An AP/AR Specialist focuses on vendor payments, customer invoices, incoming payments, collections, and related transaction records.

A Bookkeeper typically maintains broader financial records, including bank reconciliations, expense transactions, and general bookkeeping activities.

Some Bookkeepers also handle AP and AR in smaller businesses.

If your primary workload involves a high volume of vendor and customer transactions, an AP/AR Specialist may be the stronger fit.

What's the Difference Between an AP/AR Specialist and an Accountant?

An AP/AR Specialist primarily handles transactions and supporting records associated with supplier payments and customer receivables.

An Accountant generally has broader responsibility for general ledger activity, journal entries, accruals, reconciliations, and financial reporting.

The responsibilities may overlap, particularly in smaller finance teams.

If your business needs someone to prepare month-end accounting adjustments and financial statements, consider hiring an Accountant.

Can One AP/AR Specialist Handle Both Vendor Payments and Customer Collections?

Yes. An experienced professional can manage both functions when the volume and complexity of work are appropriate.

The company should establish separate procedures for vendor invoices, customer billing, cash application, and collections.

It should also maintain clear approval controls.

For example, the specialist may prepare a vendor payment batch while an authorized employee approves the release.

What Accounts Payable Skills Should I Look for in a Candidate?

Relevant skills include invoice verification, purchase order matching, vendor statement reconciliation, expense coding, approval workflow management, and duplicate payment detection.

Candidates should understand how to document discrepancies and work with purchasing or operations teams to resolve them.

Experience with relevant accounting software is also important.

A practical invoice matching exercise can help verify these abilities.

What Accounts Receivable Skills Should I Look for in a Candidate?

Important skills include customer invoicing, cash application, aging report management, collections communication, billing dispute investigation, and customer account reconciliation.

Candidates should know how to communicate professionally about overdue balances and recognize when a disputed invoice requires review.

For businesses with complex billing requirements, experience with customer portals, subscription systems, or industry-specific workflows may also be valuable.

What Is Three-Way Matching in Accounts Payable?

Three-way matching compares a purchase order, receiving information, and the corresponding vendor invoice before payment approval.

The purpose is to confirm that the invoice reflects an authorized purchase and that the goods or services were received according to the company's requirements.

For example, if an invoice lists more units than the receiving record confirms, the specialist should investigate the difference.

Some service and non-PO invoices require different validation procedures.

Can an AP/AR Specialist Handle Collections?

Yes. AP/AR Specialists with relevant accounts receivable experience can monitor overdue invoices, send payment reminders, record customer responses, and coordinate dispute resolution.

However, the company should define limits on actions such as modifying payment terms, negotiating settlements, or issuing credits.

Sensitive or high-value collection matters may require an Accounting Manager, Controller, or dedicated collections professional.

How Do I Evaluate an AP/AR Specialist's Accuracy?

Use a practical test involving vendor invoices, customer payments, and accounting records.

Include deliberate discrepancies, such as duplicate invoices, incorrect amounts, missing approvals, and unmatched payments.

Ask the candidate to identify the issues and explain how they'd investigate them.

Evaluate calculation accuracy, documentation, attention to detail, and compliance with approval procedures.

Can a Remote AP/AR Specialist Work With QuickBooks or NetSuite?

Yes. AP/AR Specialists can process invoices, maintain transaction records, review balances, and prepare reports remotely using cloud-based accounting systems.

QuickBooks Online and NetSuite are common examples.

Other relevant tools may include Sage Intacct, Xero, Bill, Tipalti, Ramp, and Microsoft Dynamics 365.

The employee's permissions should reflect their responsibilities and the company's security requirements.

What KPIs Should I Track for an AP/AR Specialist?

Useful accounts payable metrics include invoice accuracy, processing time, overdue vendor invoices, duplicate payment exceptions, and payment preparation accuracy.

For accounts receivable, review invoice accuracy, cash application timeliness, overdue balances, unapplied cash, collections follow-up, and dispute resolution time.

DSO and DPO may provide broader context, although these metrics are influenced by payment terms, business activity, and company policy.

Evaluate the specialist's performance against the processes they directly control.

Can an AP/AR Specialist Help With Month-End Close?

Yes. An AP/AR Specialist can prepare aging reports, reconcile transaction records, identify outstanding invoices, investigate unapplied payments, and provide supporting documentation.

They may also help identify items requiring accruals or other accounting review.

However, the Accountant or Controller should determine the accounting treatment and approve adjustments according to the company's procedures.

How Much Does It Cost to Hire an AP/AR Specialist From Latin America?

South's AP/AR Specialist page lists an average U.S. salary of approximately $5,500 per month, compared with an all-in monthly rate of $3,100 for Latin American talent through South.

That represents approximately 44% potential savings.

Actual hiring costs depend on seniority, ERP experience, transaction volume, accounting knowledge, and the responsibilities involved.

Should I Hire a Junior, Mid-Level, or Senior AP/AR Specialist?

Junior specialists may be suitable for routine invoice entry, record updates, and straightforward transactions completed under supervision.

Mid-level specialists can typically manage recurring AP and AR workflows, investigate common discrepancies, and coordinate with vendors and customers independently.

Senior specialists may be better suited to high transaction volumes, complex reconciliations, advanced ERP systems, collections escalations, and process improvements.

Choose seniority according to the complexity of your accounting operations and the oversight available.

Can a Remote AP/AR Specialist Work During U.S. Business Hours?

Yes. AP/AR Specialists based in Latin America can work schedules overlapping with U.S. business hours.

This supports communication with accounting managers, purchasing teams, customers, and vendors.

Shared working hours are particularly useful for resolving approval exceptions, payment questions, and close-related issues.

What Internal Controls Should an AP/AR Specialist Follow?

Important controls include segregation of duties, invoice approval procedures, vendor information verification, restricted system access, and accurate transaction documentation.

For example, an employee who prepares a payment batch should generally have a separate authorized reviewer approve its release.

Vendor banking changes should follow an independent verification procedure.

Your finance leadership should establish controls appropriate to the company's size and financial risk.

What Should I Prepare Before Hiring an AP/AR Specialist Through South?

Start by documenting your monthly vendor invoice volume, customer billing volume, accounting software, and payment workflows.

Define how the position will be divided between AP and AR responsibilities.

You should also establish approval authority, collections procedures, reconciliation requirements, working hours, and expected performance metrics.

If possible, prepare a fictional invoice processing exercise and a customer payment reconciliation scenario.

South can use those requirements to identify AP/AR Specialists whose experience matches your accounting operation.