Position Summary

The Accounts Payable Analyst is a detail-driven finance professional responsible for the accurate and timely processing of vendor invoices, ownership of the 3-way matching process [PO Invoices], and resolution of invoice exceptions and payment disputes. A core focus of this role is the adoption, optimization, and daily operation of AP automation platforms — eliminating manual touchpoints, accelerating the procure-to-pay cycle, and strengthening controls across the payables function. The ideal candidate brings strong technical aptitude, a process improvement mindset, and a proven ability to collaborate with Procurement, Receiving, and vendor partners to resolve discrepancies efficiently and maintain healthy supplier relationships.

AP Automation

- Operate and administer the AP automation platform (e.g., Medius, Coupa, Tipalti, SAP Concur, AvidXchange, or similar) as a day-to-day power user and internal subject-matter expert.
- Configure and maintain automation rules including invoice routing logic, approval workflows, tolerance thresholds, and vendor payment terms within the system.
- Monitor straight-through processing (STP) rates and work to reduce manual intervention by identifying root causes of automation failures and exceptions.
- Lead or contribute to AP automation implementation, upgrade, or optimization projects — including requirements gathering, UAT testing, go-live support, and post-implementation review.
- Partner with IT, Finance Systems, and vendors to troubleshoot system issues, data integrity problems, and integration failures between the AP platform, ERP, and procurement systems.
- Build and maintain documentation for automation workflows, business rules, and escalation procedures; train team members and stakeholders on system usage.
- Track and report on automation KPIs including exception rates, processing cycle times, STP %, and cost-per-invoice to finance leadership.

3-Way Matching

- Own the end-to-end 3-way matching process: reconciling purchase orders (POs), goods receipts/receiving documents, and vendor invoices to confirm accuracy before payment release.
- Investigate and resolve quantity variances, price discrepancies, and unit-of-measure mismatches between PO, receipt, and invoice with speed and precision.
- Collaborate closely with the Procurement and Receiving teams to confirm goods/services receipt, correct PO errors, and obtain revised documentation in a timely manner.
- Manage 2-way matching (PO vs. invoice) for non-inventory or service-based purchases where physical receipt is not applicable, applying appropriate controls.
- Identify recurring matching failure patterns — vendor coding errors, stale POs, receiving delays — and escalate to management with recommended process fixes.
- Ensure all matched and approved invoices are coded to the correct GL accounts, cost centres, and project codes in accordance with chart of accounts guidelines.




- Maintain a clean aging of unmatched invoices; proactively resolve items before they impact payment terms or supplier relationships.

Exception Handling & Dispute Resolution

- Act as the primary point of contact for vendor invoice disputes, payment inquiries, and statement reconciliation — resolving issues professionally and within agreed SLAs.
- Triage and prioritize exception queues in the AP automation system, distinguishing between pricing disputes, short shipments, duplicate invoices, unauthorized purchases, and tax errors.
- Initiate and track debit memos, credit notes, and vendor adjustments through to resolution, ensuring the AP subledger reflects accurate balances at all times.
- Facilitate internal escalations with Procurement, Legal, or business unit owners for complex or high-value disputes that require cross-functional resolution.
- Perform root-cause analysis on recurring disputes and exceptions; document findings and implement preventive measures to reduce repeat occurrences.
- Maintain a dispute resolution log and provide regular status updates to the AP Manager and business partners on outstanding items and resolution timelines.
- Support vendor onboarding by validating banking details, payment terms, and tax documentation (W-9, W-8, HST/GST registrations) to prevent downstream payment errors.

Payment Processing & Controls

- Prepare and submit payment runs (EFT, wire, cheque, virtual card) in accordance with payment calendars and vendor terms, ensuring dual authorization controls are observed.
- Perform pre-payment audits to identify duplicate invoices, unapproved vendors, or missing PO references prior to disbursement.
- Reconcile AP subledger to the general ledger at month-end and support accrual preparation for goods and services received but not yet invoiced (GRSNI/accrued AP).
- Assist with external and internal audit requests by providing invoice documentation, matching records, approval trails, and exception reports.

Vendor & Stakeholder Relations

- Maintain accurate vendor master data including remittance addresses, payment terms, banking details, and tax classifications.
- Conduct periodic vendor statement reconciliations to identify outstanding credits, unapplied payments, and aged liabilities.
- Respond to vendor payment inquiries within established SLA windows and escalate at-risk supplier relationships to the AP Manager.
- Partner with Procurement to enforce purchase order compliance and educate budget owners on PO creation requirements to reduce maverick spend.

Reporting & Continuous Improvement





- Produce weekly and monthly AP reporting including aging analysis, days payable outstanding (DPO), exception dashboards, and payment run summaries.
- Identify and document opportunities to further automate manual tasks, improve matching rates, and reduce invoice-to-pay cycle times.
- Participate in cross-functional process improvement initiatives including ERP upgrades, supplier portal rollouts, and e-invoicing adoption programs.

Qualifications

Education

- Post-secondary diploma or degree in Accounting, Finance, Business Administration, or a related field (required).
- Enrolment in or completion of CPA, CAM, or equivalent accounting designation is an asset.

Experience

- 3-5 years of hands-on accounts payable experience in a medium-to-large organization with a high-volume invoice environment.
- Demonstrated experience operating AP automation software (Coupa, Tipalti, AvidXchange, SAP Concur, Basware, or equivalent).
- Proven track record managing 3-way matching processes, exception resolution, and vendor dispute management.
- Experience working with ERP systems such as SAP, Oracle, Microsoft Dynamics, or NetSuite is required.
- Experience with Medius (MediusFlow/Medius AP) is a strong asset; familiarity with its automated invoice capture, approval workflows, and exception management capabilities is highly valued.
- Prior experience in a retail, grocery, or multi-location consumer goods environment is a strong asset; familiarity with high-volume vendor transactions, trade spend, and supplier rebate processing in a retail context is highly valued.

Technical Skills

- Strong proficiency in Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, conditional formatting for reconciliation workflows).
- Functional knowledge of AP automation platforms, OCR/AI invoice capture technology, and e-invoicing standards.
- Understanding of procure-to-pay (P2P) processes, purchasing controls, and segregation of duties principles.
- Familiarity with HST/GST, withholding tax, and cross-border payment requirements is an asset.
- Ability to use AI to support process efficiency and decision making.

Core Competencies

- Meticulous attention to detail with a zero-tolerance approach to payment errors and data inaccuracies.
- Strong analytical and problem-solving skills with the ability to trace discrepancies across multiple systems and document sources.
- Effective communicator — able to manage vendor relationships and internal stakeholder conversations with professionalism and clarity.
- Highly organized with the ability to manage competing priorities in a deadline-driven, high-volume setting.
- Continuous improvement mindset; proactively identifies inefficiencies and champions automation and process enhancement.

Pay: $60,000.00-$70,000.00 per year

Benefits:

- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Store discount
- Vision care

Work Location: In person

📌 Senior Accounts Payable (Scarborough)
🏢 Wellwise
📍 Scarborough