Prepare for your Accounts Payable Clerk interview. Understand the required skills and qualifications, anticipate the questions you may be asked, and study well-prepared answers using our sample responses.
This question can help the interviewer determine your level of experience with accounts payable processes. If you have previous experience with these types of documents, share what you know about them. If you don’t have experience with these documents, consider sharing what you would do if you encountered them in your role.
Answer Example: "Yes, I am familiar with the different types of invoices and purchase orders used in accounts payable. I have worked in this role for five years, so I have seen many different types of invoices and purchase orders. For example, I am familiar with the different types of invoices, such as sales invoices, credit memo invoices and shipping invoices. I also know how to distinguish between different types of purchase orders, such as purchase orders for inventory, services and equipment."
This question can help the interviewer determine your knowledge of accounting procedures and how you apply them in the workplace. Use examples from previous experience to explain what information is most important to include on invoices and purchase orders, as well as why it’s important.
Answer Example: "On invoices, I think it’s important to include the vendor name, invoice number, date issued and due date. These pieces of information allow me to easily track payments and ensure that they’re issued in a timely manner. On purchase orders, I think it’s essential to include the vendor name, PO number, quantity ordered and price per unit. This helps me ensure that we’re getting the best deal possible on each purchase."
This question can help the interviewer understand how you would handle a common situation in accounts payable. Use examples from previous experiences where you solved this issue and helped the company save money or time.
Answer Example: "In my last role, I received an invoice from a vendor for $500 but they had already sent us a payment of $1,000 earlier in the month. I contacted the vendor to ask why they sent us less than what was owed and they explained that they had made an error when entering in our information. They apologized for the mistake and sent us another $500 payment to make up for it."
This question can help the interviewer understand how you approach a task that is important for an accounts payable clerk. Your answer should include steps that show your attention to detail and ability to follow procedures.
Answer Example: "I first check the vendor’s account number against the vendor master list, which lists all active vendors and their corresponding account numbers. If the account number is incorrect, I contact the vendor directly to verify their information before making any changes to their record. Next, I check the contact information for the vendor’s contact person against the vendor master list to ensure that it is correct. If there are any discrepancies, I contact the vendor directly to resolve the issue. Finally, I enter the correct information into the system so that all future transactions are processed accurately."
The interviewer may ask this question to assess your accounting skills and how you use them in the workplace. Use examples from previous jobs that show your ability to identify mistakes, correct them and ensure that accounting records are accurate.
Answer Example: "In my last role as an accounts payable clerk, I noticed that we had paid a vendor twice for the same order. This was an easy mistake to fix because I just had to reverse the transaction on our system. However, it’s important to note that I also contacted the vendor to let them know about the mistake so they could check their records and ensure they didn’t receive two payments."
This question can help the interviewer understand how you prioritize your work and manage time. Your answer should show that you are organized and able to manage multiple tasks at once.
Answer Example: "I would process the invoices from the vendor with the highest dollar amount first, then move on to the next highest dollar amount invoice and so on. This way, I can ensure that I am paying all of our vendors in a timely manner while also making sure we have enough funds in our account to cover all of the invoices."
This question can help interviewers assess your attention to detail and ability to follow procedures. In your answer, try to show that you would take the time to ensure all information on invoices was accurate.
Answer Example: "If I noticed this, I would immediately contact the vendor to make sure they had up-to-date contact information. Then, I would update the vendor’s information in our system so that future invoices reflect the correct information. Finally, I would make sure that all invoices with outdated contact information are corrected."
Accountants and accounting clerks often work under pressure, especially when there’s a deadline to meet or when the company is preparing its annual financial report. Employers ask this question to make sure you can handle the pressure of the job and remain calm while working. In your answer, explain how you stay calm in stressful situations and how you manage to complete your work on time.
Answer Example: "I am a very organized person who likes to plan ahead. I find that if I prepare all of my invoices and payments ahead of time, it helps me stay calm when it’s time to process them. I also like to break down large tasks into smaller ones so I can focus on one thing at a time. This helps me stay focused and motivated to finish my work."
This question can help the interviewer determine your experience level with accounting software. If you have previous experience using specific financial software, be sure to mention which programs you’ve used in the past and what types of tasks you performed using them.
Answer Example: "In my previous role as an accounts payable clerk, I used Microsoft Dynamics GP to enter invoices and payments into the company’s accounting system. I also had access to Sage 50 accounting software, which I used to create invoices and record customer payments. My manager taught me how to use these programs, so I am comfortable working with both."
This question can help the interviewer understand how you approach your work and whether you have a system for ensuring that you don’t make mistakes. Your answer should include a step-by-step process for confirming invoice information, including any tools or software you use to help you complete this task.
Answer Example: "When processing invoices, I always start by checking the invoice number to make sure it’s correct. Then, I look at the vendor name and address to make sure they match what’s in our database. After that, I verify the amount due and any other charges or fees associated with the invoice. Finally, I review the customer information to make sure it’s correct before submitting the invoice for payment."
This question is a great way to show your problem-solving skills and how you can improve processes. When answering this question, it can be helpful to mention a specific example of how you increased the speed of a previous accounts payable process.
Answer Example: "I would first make sure that all documents were organized and filed properly so that I could find them quickly when needed. Then, I would create a system where I could enter information into the system as soon as it was received so that I didn’t have to wait until the end of the month to enter everything. This method allowed me to enter payments sooner so that vendors could be paid sooner."
The interviewer may ask this question to learn more about your experience with accounting software. Spreadsheets are a common tool used in accounting, so it’s important to show that you’re comfortable using them. In your answer, explain how you use spreadsheets to organize data and what types of information you typically include in them.
Answer Example: "In my last role as an accounts payable clerk, I used spreadsheets to organize payment information for vendors. The company had a large number of vendors, so I needed to keep track of all their information. I created separate tabs in the spreadsheet for each vendor’s information, including their name, address, invoice number and amount due. This allowed me to easily locate specific information without having to scroll through the entire document."
Employers ask this question to learn more about your qualifications and how you feel you would fit into their company. Before your interview, make a list of all the skills and experiences that make you an ideal candidate for this role. Focus on highlighting your most relevant skills and explaining how they would benefit the company.
Answer Example: "I am a highly organized person who loves to stay on top of deadlines. In my previous role as an accounts payable clerk, I always made sure all payments were made on time. I also worked closely with my manager to ensure we were aware of any upcoming deadlines so we could plan ahead. This helped us avoid any late payments. I think these skills would make me an excellent fit for this position."
This question can help the interviewer understand what your priorities are and how you approach your work. Your answer can also show the interviewer what skills you have that are relevant to this role. Use examples from your experience to explain why you enjoy these responsibilities.
Answer Example: "I enjoy entering payment information into the system because it’s such a satisfying feeling when I see a transaction complete successfully. It’s like a mini victory every time I complete one, and it reminds me of how important my work is for the company. I also enjoy reconciling accounts because I like making sure everything balances out correctly. It’s important to me that we don’t overpay anyone or underpay anyone."
This question can help the interviewer determine how you would handle a challenging situation. Use your answer to show that you have the ability to problem-solve and make decisions on your own.
Answer Example: "If I noticed an invoice was incorrect, I would contact the vendor immediately to let them know. I would also ask them to send me a corrected version of the invoice so that I could compare it to the one we already paid. If the amounts are the same, I would ask the vendor if they would be willing to refund us the difference. If not, I would contact our accounting department to discuss other options."
The IRS has specific guidelines for paying vendors, and employers ask this question to make sure you know them. Review the IRS Payment Program for Small Businesses and Self-Employed before your interview to make sure you’re familiar with their rules.
Answer Example: "I’m very familiar with IRS guidelines for paying vendors. I recently worked at a small business where we had to submit monthly reports to the IRS detailing our vendor payments. I helped create the reports by ensuring we paid all vendors within 30 days of receiving goods or services and reported any late payments. I also made sure we didn’t overpay any vendors."
Reconciliations are a common task for accounts payable clerks. Employers ask this question to make sure you have the experience necessary to perform this task accurately. In your answer, explain how you performed reconciliations in your previous role. Explain what steps you took to ensure all accounts were correct before submitting them to the accounting department.
Answer Example: "In my last role, I performed reconciliations every month before submitting the reports to the accounting department. First, I reviewed all of the invoices to make sure they matched up with the corresponding purchase orders. Then, I compared the totals on each invoice with the totals on the purchase orders. If there were any discrepancies, I would investigate further to find out why."
This question can help the interviewer understand how you use your research skills and problem-solving abilities to complete tasks. Use examples from previous jobs where you had to research information quickly, find solutions to issues and implement those solutions.
Answer Example: "I recently had to research an issue regarding accounts payable when I was working as an accounts payable clerk for a small business. The company had recently hired several new employees, and one of them had not received their paycheck. The company’s owner asked me to look into the issue so we could ensure all employees were paid on time."
This question is a great way for employers to learn about your experience with accounting software applications. It’s important to mention which applications you’re familiar with, how long you’ve used them and what you like most about them.
Answer Example: "I’ve been using QuickBooks for several years now and I find it to be one of the most efficient financial software programs I’ve ever used. It’s easy to navigate and provides me with all of the information I need to complete my tasks quickly and accurately. In fact, I’ve trained several other employees on how to use the program because I think it’s so beneficial."
This question can help the interviewer understand how you collaborate with others and your ability to work as part of a team. Use examples from your previous work experience where you had to collaborate with other departments to complete a task or project.
Answer Example: "In my last role as an accounts payable clerk, I had to work with the accounting department to verify that all invoices were entered into our system correctly. The accounting department would send me invoices that hadn’t been entered yet, and I would enter them into our system so they could record them in their system as well. This helped me develop relationships with other departments and ensured that all invoices were entered into our system in a timely manner."
