Prepare for your Accounts Payable Specialist 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. Use examples from previous jobs to show how familiar you are with different types of invoices and purchase orders, as well as the steps you take to process them.
Answer Example: “In my last role, I was responsible for processing all incoming invoices and creating payment batches for the company’s vendors. I was also responsible for checking the accuracy of each invoice before sending it to the accounting department for payment. In addition to invoices, I also processed purchase orders from vendors who sold products or services to the company.”
This question can help the interviewer determine if you have the skills and abilities they’re looking for in an accounts payable specialist. Use your answer to highlight some of your most important qualities, such as attention to detail, communication skills and organizational skills.
Answer Example: “I believe the most important qualities for an accounts payable specialist are accuracy, attention to detail and strong organizational skills. An AP specialist needs to be able to accurately record and process payments quickly and accurately, which requires them to have excellent attention to detail. They also need to be able to organize their work efficiently so they can complete it within deadlines.”
This question can help the interviewer understand how you organize your work and manage deadlines. Your answer should show that you have a system in place for managing your time and tasks, as well as a sense of humor.
Answer Example: “I keep track of all of the invoices I have to process each day by using a calendar app on my phone. I find that this is the best way for me to stay organized because I can see all of my appointments and due dates at a glance. I also use a note-taking app to keep notes on each invoice so I don’t forget any details when I’m processing them.”
The interviewer may ask this question to learn more about your accounting process and how you ensure that the company meets its financial obligations. Use examples from your experience to explain how you ensure that invoices are paid on time, as well as the steps you take to ensure that all invoices are processed correctly.
Answer Example: “I start by checking the invoice against the purchase order to make sure they match. Then I enter the information into the accounting software so that it can calculate the total due. After that, I send the invoice through the approval process so that someone else can verify the information before it goes to payment. This helps ensure that we don’t overpay or underpay vendors.”
Accountants often have to negotiate with vendors to get better prices on invoices. Employers ask this question to see if you have experience doing this and how successful you were in your previous role. When answering this question, try to provide an example that shows your negotiating skills.
Answer Example: “In my last role as an accounts payable specialist, I had to negotiate with a vendor who wanted to charge us more than what was listed on our contract. The vendor was offering additional services that we did not need, so I told them we would only pay for the services we contracted them for. After several conversations, they agreed to lower their price by 10% if we signed a new contract with them.”
This question can help the interviewer assess your problem-solving skills and how you would react in a challenging situation. In your answer, try to highlight your ability to analyze data and make decisions based on evidence.
Answer Example: “If I noticed a vendor’s invoice was significantly higher than usual, I would first look into the reason behind this increase. I would review all of the invoices from this vendor in order to determine if there was any pattern or reason for the increase. If I could not find any reason for the increase, I would contact the vendor directly to ask about it. This could be done either over the phone or through email depending on the situation.”
This question can help the interviewer understand how you would handle a situation that could arise in your new role. Your answer should show that you are willing to take responsibility for your actions and correct any mistakes.
Answer Example: “If I noticed a mistake in an invoice I had already processed, my first step would be to contact the vendor to see if they could send me an updated invoice. If not, I would work with my team to find the correct invoice so we could correct the error. In some cases, this may require re-processing the entire invoice, which could take some time depending on the size of the company.”
Accounts payable specialists often work under tight deadlines. Employers ask this question to make sure you can meet their expectations and deliver quality work in a timely manner. In your answer, explain how you stay organized and focused when working under pressure. Explain what strategies you use to complete tasks on time.
Answer Example: “I am a very organized person, which helps me stay focused under pressure. I find that if I break down my tasks into smaller chunks, it’s easier for me to stay on track and get things done quickly. For example, if I have five invoices to process, I will focus on one invoice at a time until they are all complete. This helps me avoid feeling overwhelmed by the amount of work I have left.”
This question can help the interviewer determine your level of experience with international accounting practices. If you have worked with international vendors in the past, share a story or two about your experience working with these vendors and how you overcame any challenges that came up.
Answer Example: “In my last role as an accounts payable specialist, I worked with several international vendors who were based out of Canada and Europe. One of the challenges I faced when working with these vendors was figuring out how to calculate the exchange rate for each invoice. To solve this problem, I created a spreadsheet where I could enter the invoice amount in Canadian dollars and it would calculate the exchange rate based on the current currency exchange rate. This helped me ensure that all of the invoices were paid correctly.”
The interviewer may ask you this question to assess your negotiation skills and how you apply them in the workplace. Use examples from past experiences where you successfully negotiated discounts with vendors and helped the company save money.
Answer Example: “I always try to offer as much of a discount as possible without jeopardizing our relationship with the vendor. For example, I recently negotiated payment terms with a vendor who was late on their invoice payment. They were willing to give us a 10% discount if we extended their due date by two weeks. I discussed this with my manager, who agreed to extend the due date by two weeks but only offered a 5% discount. This allowed us to save money without damaging our relationship with the vendor.”
This question is a great way to show your ability to improve processes within an organization. When answering this question, it can be helpful to mention a specific strategy or two that you would use to achieve this goal.
Answer Example: “I would start by analyzing our current process and looking for areas where we can cut down on time. For example, I would look at which vendors we pay most frequently and see if there’s a way to automate those payments so they’re sent automatically. I would also look at our payment approval process and see if there are any ways we can streamline it. For example, I could suggest that we require only one person to approve each payment instead of multiple people.”
This question can help the interviewer determine your experience level with accounting software. Use examples from previous jobs to highlight your skills in this area.
Answer Example: “In my last role as an accounts payable specialist, I used a variety of accounting software to process payments for our company. I was familiar with each program’s features and how to use them effectively. For example, I knew how to enter payment information into the system and print reports that showed the status of each invoice. I also knew how to use the system’s security features to ensure only authorized employees could access sensitive information.”
Employers ask this question to learn more about your qualifications and how you feel about the job. Before your interview, make a list of all the skills and experiences that qualify you for this role. Focus on what makes you unique from other candidates and highlight any transferable skills or knowledge you have.
Answer Example: “I am an organized person who loves to be busy. I’ve always been someone who likes to stay on top of things, so I’m used to working with deadlines and pressure. In my last position, I was responsible for paying out thousands of dollars every day, so I learned how to manage my time effectively. I know this role will require me to be even more efficient with my time.”
This question can help the interviewer determine your level of expertise with accounting software. If you have experience using specific programs, be sure to mention those in your answer. If not, try to highlight other skills that relate to accounting software use.
Answer Example: “I’m most familiar with Microsoft Excel and QuickBooks. I’ve used these programs for several years now, so I’m confident in my ability to use them efficiently. In my last role, I also learned how to use Sage 50 Accounts, which is another popular accounting software program. I’m confident that I could quickly become familiar with any other program you use in your company.”
This question can help the interviewer get to know you better and understand what your strengths and weaknesses are. It also helps them determine if you are a good fit for the role they are hiring for. When answering this question, it can be helpful to mention a challenge you have overcome in the past or how you would plan to overcome challenges in the future.
Answer Example: “The most challenging part of being an accounts payable specialist is managing the large amount of data I have to process each day. It can be difficult to remember all the different invoices, payments and vendor information, but I have found that using a system like Microsoft OneNote helps me stay organized. I also use software like Trello to keep track of important tasks and deadlines.”
This question can help the interviewer understand your experience with accounts payable processes. Your answer should include how often you process invoices, what steps you take when doing so and any software you use to complete these tasks.
Answer Example: “I typically process invoices twice a week, but I’ve been known to do so more often if there’s a rush of incoming paperwork. In my previous role, I once processed five invoices in one day because we were behind on payments. I use accounting software to help me stay organized and track when invoices are due to be paid. This helps me ensure that all invoices are processed within their due dates.”
This question can help the interviewer understand how you would handle a challenging situation. Use your answer to highlight your problem-solving skills and ability to work with others.
Answer Example: “I would first check to see if there was an error in the last invoice. If not, I would contact the vendor to see if they sent us the wrong amount or if there was a mistake on their end. If it turns out to be our error, I would contact the vendor to apologize and make sure they receive the correct amount. Then, I would make sure to document the whole process so we don’t make the same mistake again.”
