Accounts Payable- Budd's plumbing SOP

Objective: This Standard Operating Procedure (SOP) outlines the process of Budd’s Plumbing accounts payable process.

  1. Log onto
  2. Bill receipt and documentation (this step is done by office manager or owner and is to be done twice a week)

             a. All vendors are to send bills to

             b. If it is a physical bill that was mailed or dropped off

                    i. The bill is to photographed or scanned via cell phone and emailed to

              c. In you go to the inbox on the left side and start the bill entry process. Check out this video to explain how                   to do it


                      i. You will click on the email

                            1. You will notice that the email body and an if attachment is on email. It's best to check them off and delete                                 them before the bill entry process.

                             2. The first bill will be highlighted, you will click “Enter Bill” on the right side of the screen.

                             3. The technology will pull most of the data over. 

                                   a. The vendor name will be the vendor on the invoice. The one you enter must match the one on the                                          bill.

                                                i. Grove Supply will be vendor Grove Supply INC.

                               4. It is very important to enter the account for the expense.

                                     a. Customer/PO numbers are very important for figuring out the account the bill goes into.

                                                i. If a job number, its service.If an address, its new construction.

          3. Bill approval- done by owner or financial controller. Go to approval on left side

                 a. Confirm correct account is selected within bill during approval

                       i. Service or New Construction COGS

          4. Bill payment (done by admin)-

                  a. If one vendor has multiple bills such as weinsten

                       i. Check off all of them and reference total

                       ii. Go over to weinstein site and log in (see budds log in sheet)

                       iii. In open invoices, check off same invoices you are checking off in and confirm amounts match

                       iv. In click mark as paid

                           1.Make sure synch is on

                            2.Make sure chart of accounts is TD Bank

                                     a.This is so the register shows the multiple invoices paid at once.

                       v. Make final payment on vendor website

Note: This SOP can be customized based on the specific requirements and guidelines of Budd’s Plumbing. Regularly review and update the SOP to ensure it remains accurate and aligned with the company's evolving needs. Make notes below in Red that would make this SOP more efficient. Before changing the SOP above, Ben and Mike need to sign off on it.