Accounts Payable Support for Small Businesses

Sunstone Ledger helps small businesses organize vendor bills, due dates and expense posting so payables do not become a surprise.

We focus on clean records and visibility: what is owed, when it is due, what was paid, and how each bill should be reflected in QuickBooks.

Common problems this service fixes

  1. Vendor bills are kept in email or spreadsheets instead of a clear system
  2. Due dates are missed because responsibilities are unclear
  3. Expenses are posted inconsistently across vendors or months
  4. Owners cannot quickly see what is owed and what has already been paid

Who this is for

  1. Businesses with recurring bills, vendors, and regular operating expenses
  2. Owners who want better control over due dates and cash planning
  3. Teams that need a simple approval and documentation workflow
  4. Businesses that want cleaner expense posting and fewer surprises in reports

What’s included

  1. Vendor list organization and consistent vendor naming
  2. Bills workflow setup (capture → review → approve → post)
  3. Accurate posting of bills/expenses in QuickBooks (with documentation)
  4. Due-date visibility and basic payables tracking (what’s open / what’s due)
  5. Basic checks for duplicates, miscoding, and missing documentation
  6. Month-end alignment: AP records reflected correctly in reporting

Organize your bills

We’ll help you set up a clear workflow for managing bills and vendors in QuickBooks. No more lost invoices, missed due dates, or messy accounts payable.

Request a quote View pricing

What’s not included (typical)

  1. Legal review of vendor contracts or terms
  2. Negotiating with vendors or collections activity
  3. Tax filing and IRS representation are not included
  4. Payment execution (bill pay) can be added depending on tools and scope

How it works

  1. Intake: confirm vendors, bill frequency, and tools used (email, portal, QBO)
  2. Workflow: define where bills go, how approval works, and who confirms payment
  3. Posting: record bills/expenses with correct categories and documentation
  4. Tracking: maintain a clear view of open bills and due dates
  5. Close: ensure AP is reflected correctly in monthly reporting

What you get each month

  1. Organized payables workflow and cleaner documentation
  2. Better visibility into upcoming payments and cash planning
  3. Expenses posted consistently for more reliable P&L
  4. Fewer duplicates and fewer “mystery” transactions over time

What we need from you

  1. QuickBooks Online access (admin if possible)
  2. Where bills arrive (email, vendor portals, PDFs) and current workflow
  3. List of recurring bills and main vendors
  4. Rules: who approves payments and how you want documentation stored

FAQ

Do you handle bill pay?
We can help set up and support the workflow. Payment execution depends on tools, approvals, and scope—this can be added if needed.
Can you track due dates and what is still open?
Yes. We maintain visibility into open bills and due dates so you can plan cash flow and avoid missed payments.
Why do expenses look wrong in reports?
Common reasons are duplicates, inconsistent categories, missing bills, and mixing bills vs. expenses. A clean AP workflow fixes most of this.
Is AP support included in monthly bookkeeping?
It depends on scope. Some clients add AP workflow support as an add-on to monthly bookkeeping and reporting.
Do you work with vendor portals and emailed invoices?
Yes. We can organize multiple sources into one consistent capture-and-post workflow.

Email us: number of vendors, bill volume per month, and how bills are currently received (email/portal/PDF) — we’ll recommend the best AP workflow and scope.