Insurance AP
Operating invoices approved, checked and on the record before anyone asks.
Aequo brings your agency's vendor invoices into one queue, routes each one to the right approver, flags likely duplicates and keeps the full approval history for your auditors.
Aequo AP from $199/month with unlimited users · Live with QuickBooks Online, Xero, FreshBooks, Zoho Books · Last updated
Insurance AP, in brief
Aequo AP is accounts payable automation for the operating expenses of insurance agencies, brokerages and MGAs that keep their books in QuickBooks Online, Xero, FreshBooks or Zoho Books. It captures vendor invoices such as rent, software, marketing, independent adjusters and other contractors from email or upload, routes them through approval rules by amount, vendor, GL code or department, flags likely duplicates with a risk level, and records every action in an audit trail. Vendor W-9s are requested and stored encrypted. Aequo does not process claims payments, reconcile commissions or premiums, or produce statutory reporting. Pricing starts at $199/month with unlimited users.
Where insurance AP breaks down.
"Each office approves bills its own way."
Office managers sign off on rent, marketing and software invoices with no consistent limits, and finance only sees the spend once it is paid.
"When the auditors ask who approved a payment, I go digging through email."
Approvals live in reply-all threads and initialled printouts, so audit requests take days to answer.
"Vendors resend invoices and we pay twice."
A vendor emails the invoice to the office and to accounting, and a resend with a slightly different number gets through.
"Independent adjusters start work before we have a W-9."
Contractors are paid through the year without tax details on file, and the 1099 list is rebuilt by hand in January.
How Aequo AP handles it
From inbox to ledger in 5 steps.
Step 01 · Email and upload invoice capture
Collect operating invoices in one inbox
Each office forwards vendor invoices to one Aequo inbox or uploads them, and the details are extracted for review.
Step 02 · Approval rules and multi-step approvals
Route to the right approver
Rules by amount, vendor, GL code or department decide who approves, with multi-step approvals for larger spend, reminders, escalation and delegation.
Step 03 · Duplicate invoice detection
Check for duplicates before payment
Each invoice is compared with that vendor's past invoices and given a risk level with the evidence.
Step 04 · Controls monitor
Watch the controls in one place
See open segregation-of-duties conflicts, suspected duplicates, SLA breaches and invoices waiting more than 48 hours.
Step 05 · Accounting sync
Sync approved bills with the history attached
Approved bills sync to QuickBooks Online, Xero, FreshBooks or Zoho Books, and every step stays in the invoice history.
Aequo AP pricing and integrations
From $199/month.
Unlimited users on every plan. Plans differ by monthly document volume and number of integrations.
- Live integrations
- QuickBooks Online, Xero, FreshBooks, Zoho Books
- Early access (selected teams, not yet generally available)
- Oracle NetSuite, Sage Intacct, Microsoft Dynamics 365 Business Central · Apply for early access
- In development (not yet available)
- Acumatica, SAP Business One, QuickBooks Desktop
Email and upload invoice capture
Invoices arrive by a dedicated forwarding inbox or upload. AI extracts the header and line items for review, and duplicate attachments are flagged on the way in.
Learn moreApproval rules and multi-step approvals
Route invoices by amount range, vendor, GL code or department to one or more approval steps, with reminders, escalation and delegation when an approver is away.
Learn moreDuplicate invoice detection
Each invoice is compared with past invoices from the same vendor, including near-identical invoice numbers and amounts within about 2%, and given a risk level with the evidence behind it.
Learn moreControls monitor
One view of open segregation-of-duties conflicts, suspected duplicates, tolerance breaches, SLA breaches and invoices waiting more than 48 hours.
Learn moreAudit trail
Every invoice keeps a history of who did what and when, from capture through coding, approval and sync, alongside a workspace-level log of system actions.
Learn moreRoles, permissions and SSO
Owner, admin and member roles plus custom approval roles decide who can code, approve and sync. SAML single sign-on is available for teams that need it.
Learn moreVendor tax IDs, W-9s and 1099 summary
Request W-9s from vendors, store tax IDs encrypted and masked on screen, and review a 1099 summary. Revealing a full tax ID needs an owner or admin permission and is logged.
Offices
Tag invoices to an office, carry it to the matching QuickBooks Online class, and see vendor spend per office.
Learn moreMultiple QuickBooks companies
Connect more than one QuickBooks Online company to a workspace and control which users can see or act in each.
Guides and tools
Further reading for insurance AP teams
Accounts payable audit preparation
Accounts payable internal controls checklist
Segregation of duties in AP
Invoice approval routing
Preventing duplicate invoice payments
AP audit readiness assessment
AP automation for professional services
Related industries: Professional Services · Legal Services · Healthcare
The numbers
What the published benchmarks say
Third-party figures, each linked to the public source that contains it.
$9.84
Average all-in cost to process one invoice, across industries
Source: Ardent Partners (Payables Place), 20268.2 days
Average time to process an invoice, across industries
Source: Ardent Partners (Payables Place), 20260.8%–2%
Share of annual disbursements that are duplicate or erroneous payments, top to bottom performers
Source: APQC (published via CFO.com), 2020Low-friction next step
Email me the insurance AP walkthrough
A short walkthrough of how Aequo AP handles insurance invoices, to read before you start a trial or book a demo.
Insurance AP FAQ
Questions buyers ask
Does Aequo process insurance claims payments?
No. Aequo does not connect to claims systems, manage reserves or pay claimants. It handles vendor invoices; a vendor invoice related to a claim can go through the same capture and approval as any other bill, but claim payments stay in your claims system.
Does Aequo reconcile agent commissions or premium payments?
No. Aequo does not read carrier statements or reconcile commissions, premiums or agency bill receivables. It handles the agency's or carrier's payable vendor invoices and syncs approved bills to your accounting system.
Does Aequo support statutory accounting or state insurance department requirements?
No. Aequo does not produce statutory statements or regulatory filings. What it does give examiners and auditors is a per-invoice history of who captured, coded, approved and synced each bill, and a workspace-level log of system actions.
Can Aequo handle several agencies or offices?
Yes. Tag each invoice to an office, which carries through to the matching QuickBooks Online class. Groups that run each agency as its own QuickBooks Online company can connect several companies to one workspace and control which users can access each.
Which accounting systems does Aequo work with?
QuickBooks Online, Xero, FreshBooks and Zoho Books are live today, and approved bills sync to them. Oracle NetSuite, Sage Intacct and Microsoft Dynamics 365 Business Central connectors are available as early access for selected teams, and Acumatica, SAP Business One and QuickBooks Desktop connectors are in development and not yet available.
Try it on your own invoices
Run insurance AP through Aequo AP.
From $199/month with unlimited users. Live with QuickBooks Online, Xero, FreshBooks, Zoho Books.
- of invoice processing automated
- 90%of invoice processing automated
- match accuracy
- 95%match accuracy
- extraction accuracy
- 99.7%extraction accuracy
- to set up
- 30 minutesto set up