Aequo documentation
Everything we publish about setting up and using Aequo AP, in one place. Need a person? Contact support.
Getting started
Set up a workspace and connect your accounting system.
- Book a setup callA 20-minute call where we connect your accounting system with you and run your own invoices.
- Start a free trialCreate a workspace, then connect your accounting system under Settings › Integrations.
- What is AP automation?How capture, coding, matching, approval and accounting sync fit together.
- PricingPlans by monthly document volume, with unlimited users.
Accounting integrations
One page per accounting system. Live integrations are available to every customer; early-access connectors are offered to selected teams and are not yet generally available.
- QuickBooks OnlineLiveWhat syncs, how to connect, and FAQs.
- XeroLiveWhat syncs, how to connect, and FAQs.
- FreshBooksLiveWhat syncs, how to connect, and FAQs.
- Zoho BooksLiveWhat syncs, how to connect, and FAQs.
- Oracle NetSuiteEarly accessWhat early access includes today, what is not included yet, and how to apply.
- Sage IntacctEarly accessWhat early access includes today, what is not included yet, and how to apply.
- Microsoft Dynamics 365 Business CentralLiveWhat syncs, how to connect, and FAQs.
- Business Central setup guideConnect with Microsoft, Business Central permissions, the first sync and troubleshooting.
Step-by-step walkthroughs
Common AP tasks step by step, with the steps in Aequo and in your accounting system where they apply.
- How to do a three-way matchA hands-on three-way match walkthrough: the checks on each invoice line, setting tolerances, resolving variances, and doing it in Aequo AP.
- The AP process, step by stepThe accounts payable process from invoice receipt to payment and reconciliation, with a flowchart, controls at each step and a procedures template.
- Pay bills in QuickBooks OnlineHow QuickBooks Online Bill Pay works: setup, ACH and check payments, autopay, recording payments made elsewhere, and where AP automation fits.
- Bill approval workflowsHow to route bills for approval: designing the rules, QuickBooks Online's bill approval workflow, how Xero handles it, and delegation and escalation.
- Month-end close checklistA downloadable accounts payable month-end close checklist (CSV for Excel or Google Sheets), with how to work through it in Aequo AP and QuickBooks Online.
- Reconcile accounts payableHow to reconcile accounts payable each month: agree the AP aging to the general ledger, find and fix the usual differences, and check bill sync.
- Vendor onboarding processA step-by-step vendor onboarding process: approving new vendors, collecting the W-9, verifying bank details, and setting terms and 1099 status.
- Free AP fundamentals courseA free, self-paced accounts payable course in seven modules: the AP process, vendors, matching, approvals, payments, close and metrics. No sign-up.
- Do LLCs and S corps get a 1099?Do LLCs and S corps get a 1099? The IRS corporate exemption, reading an LLC's tax classification on its W-9, and the attorney and medical exceptions.
Accounts payable guides
Sourced guides to AP controls, matching, approvals, month-end and vendor compliance.
- Three-way matchingA three-way match checks each invoice against its PO and receiving record before payment. See worked examples, tolerances and how to automate it.
- Duplicate paymentsHow duplicate invoices get paid, how to check for them before and after payment, and how to recover a duplicate payment by refund or vendor credit.
- AP month-end closeThe accounts payable steps in the month-end close (cut-off, accruals, reconciliation), a checklist, close-length benchmarks and how to shorten it.
- Invoice approval routingHow to route invoice approvals: approval matrices by amount and department, PO vs non-PO invoices, delegation, escalation and audit controls.
- Cost per invoiceAverage and best-in-class cost to process an invoice, what goes into the number, how to calculate your own cost per invoice, and what lowers it.
- Invoice exception rateWhat an invoice exception is, the average and best-in-class exception rates, how to measure yours, the most common causes, and how to reduce exceptions.
- Partial invoicesHow to match partial invoices, installments and progress bills against a PO's open balance, with a worked example and controls against overbilling.
- Vendor statement reconciliationReconcile supplier statements against your accounts payable ledger: a step-by-step process, a worked example and the usual reconciling items.
- W-9 and 1099 complianceHow AP teams collect W-9s and track 1099 vendors: the 2026 IRS thresholds and deadlines, a step-by-step process and what to look for in software.
- Vendor fraud red flagsThe red flags of fake and hijacked vendors, how to review your vendor list for suspicious new and dormant vendors, and the controls that stop them.
- Foreign-currency invoicesHow to record, convert, match and pay foreign-currency supplier invoices, with a worked example of realized and unrealized FX gains and losses.
- AP KPIsThe AP KPIs to track (cost per invoice, cycle time, exception rate, first-pass match rate, DPO) with formulas and sourced benchmarks.
- AP audit checklistWhat auditors test in accounts payable (cut-off, unrecorded liabilities, matching, approvals, vendor changes) and the evidence to prepare for each.
- Backup withholdingBackup withholding: the 24% rate, when a payer must start (missing TIN, B-notices), how a vendor stops it and reporting on Form 945. From irs.gov.
- 1099 deadlines 20261099-NEC and 1099-MISC due dates for recipients and the IRS, paper vs e-file, the 10-return e-file rule and extensions for 2026 and 2027. From irs.gov.
- Three-way matching in QuickBooks OnlineHow to do three-way matching in QuickBooks Online: what Plus and Advanced do with POs, a step-by-step manual match, an example and how to automate it.
- Automate invoices in QuickBooks OnlineHow to automate invoice processing in QuickBooks Online: what the bills inbox and Bill Pay Elite do, and how to add coding, PO matching and approvals.
- Days payable outstandingWhat days payable outstanding means, the DPO formula with worked examples, industry benchmarks, and how to raise DPO without hurting suppliers.
- AP turnover ratioHow to calculate the accounts payable turnover ratio, what a high or low ratio means, worked examples, and how AP turnover relates to DPO.
- Vendor invoice managementVendor invoice management covers receiving, validating, approving and posting supplier invoices. See the process, controls and how VIM tools compare.
- IRS TIN matchingHow the IRS TIN Matching program works, who can use it, interactive vs bulk checks, and how TIN checks fit W-9 collection and 1099 filing.
- Export before you cancelWhat to export before you cancel BILL or any AP tool, and in what order: open payments, bill documents, the bill list, approval history and vendors.
- AP vs ARAccounts payable is money you owe; accounts receivable is money owed to you. See the differences, journal entries, examples and how each affects cash.
- QuickBooks Online purchase ordersCreate, send and close purchase orders in QuickBooks Online, convert them to bills, and check invoices against POs, with the Plus and Advanced limits.
- Purchase order softwareCreate purchase orders, sync them with your accounting system, record receipts and match supplier invoices against PO lines automatically.
- Vendor onboarding softwareRequest W-9s through a secure vendor link, store tax IDs encrypted, and hold vendors whose bank details change until a call-back verifies them.
- Positive payPositive pay matches the checks your bank is asked to cash against the checks you issued. How it works, payee and reverse positive pay, and ACH debit blocks.
- Goods received noteA goods received note records what a supplier actually delivered. What a GRN contains, GRN vs delivery note and invoice, and its role in three-way matching.
- GL codingGL coding assigns each invoice line to a general ledger account, plus department or class. How to code invoices, examples, common errors and automation.
- Accrued expenses vs APAccounts payable is billed; accrued expenses are owed but not yet invoiced. The difference, journal entries, examples and how to find unrecorded liabilities.
- Purchase order vs invoiceA purchase order is the buyer’s offer to buy; an invoice is the supplier’s request for payment. Who issues each, what they contain, and how AP matches them.
- Requisition vs purchase orderA purchase requisition is an internal request to buy; a purchase order is the approved order sent to the supplier. The differences, approval flow and examples.
- QuickBooks Online billsWhen to enter a bill or an expense in QuickBooks Online, how to enter a bill and pay it later, and how to set up recurring bills, with the common mistakes.
Reference
Definitions, benchmarks and tools.
- AP glossaryDefinitions of accounts payable terms, from three-way matching to DPO.
- Research reportsSourced AP benchmarks: cost per invoice, exception rates, processing time and more.
- Calculators and templatesFree AP calculators, templates and generators.
- Construction AP centreGuides for job costing, lien waivers, retainage and construction billing.
- Product updatesDated changelog of customer-visible changes.
Developers, security and policies
The public API, how data is protected, and the policies that apply.
- DevelopersREST API quickstart, scopes, endpoints and signed webhooks.
- API docsAuthentication and OpenAPI schema access.
- SecurityHow customer data is protected, and how to report a vulnerability.
- Privacy PolicyWhat data we collect and how it is used.
- Terms of ServiceThe terms that govern use of Aequo.
- SupportEmail support@aequoap.com, the contact form, or book a call.