Accounts Payable Specialist Job Description (Free 2026 Template)

Below is a complete, ready-to-use accounts payable specialist job description you can copy, paste, and adapt. It reflects how the role actually runs across the systems a professional-services back office uses in 2026. Take what you need. Then, before you post it, read the section after the template: most of what’s on this list is repetitive, cross-system work you can automate.

Accounts Payable Specialist job description (free template)

Job title: Accounts Payable Specialist
Reports to: Operations Manager
Summary: Caddi runs the AP role as deterministic code: it reads vendor invoices, extracts and validates the fields, codes them to the right GL account or matter, routes them for approval, and reconciles payments. The repetitive invoice work, automated and auditable, without adding headcount.

Accounts Payable Specialist responsibilities

• Invoice capture & extraction
• GL & matter coding
• Approval routing & reminders
• Payment & statement reconciliation

Accounts Payable Specialist requirements and qualifications

• 2+ years in a back-office, operations, or administrative role, ideally in legal or financial services.
• Proficiency with the systems this role touches — QuickBooks, Xero, Expensify, Stripe, and similar tools.
• Strong attention to detail and comfort moving work accurately across multiple systems.
• Spreadsheet and reporting fluency; discretion handling confidential client and firm data.

What does a accounts payable specialist do day-to-day?

Day to day, the role moves the same data between the same systems: invoice capture & extraction, gl & matter coding, approval routing & reminders, and the follow-up that keeps each of those on track. It’s measured on throughput, accuracy, turnaround, and exceptions caught — all of which improve when the mechanical work happens faster and more consistently.

Before you post this role, here’s the math

Read back through the responsibilities above. Most of them are high-volume, rule-based, cross-system tasks — the exact profile of work that an AI accounts payable specialist runs as deterministic code, unattended, the same way every time. Before you open a req, it’s worth knowing what that automation already covers.

Here is the same role, mapped to what Caddi runs for you versus what stays with a person:

Is it reliable and compliant?

• Reliability.Caddi uses AI only at design time to build the automation. What runs in production is deterministic code calling your systems via API — no model improvising over your records, no hallucinated values.
• Compliance. Every run is logged and reviewable for an audit trail you can defend, and Caddi maintains SOC 2 Type II compliance.
• Your current person. The honest frame is augmentation: keep your best people on judgment and exceptions, and automate the drudgery. You scale output without the next backfill, training cycle, or desk.

ExpensifyMicrosoft 365Box

Expensify

REC

Use caseAccounts Payable Specialist

• Expensify

Frequently asked questions