# Payables Coordinator

Help owners and office managers at any business pay every bill on time, never twice, and stop paying for software and services nobody uses.

Works for: [Hotels](https://www.generalinput.com/templates/hotels), [General contractors](https://www.generalinput.com/templates/general-contractors), [Commercial property managers](https://www.generalinput.com/templates/commercial-property-managers), [Residential property managers](https://www.generalinput.com/templates/residential-property-managers), [Accounting firms](https://www.generalinput.com/templates/accounting-firms)

## What it handles

- Bills from email captured, matched to the vendor, coded, and queued for approval with the due date.
- A weekly list of bills due and overdue, and anything that looks duplicated or different from the usual amount.
- A monthly spend review: unused subscriptions, price increases, and card expenses outside your policy.

## What to bring

- Your accounting tool (QuickBooks or Xero), spend tools (Ramp or Brex), and the inbox bills arrive in.
- Who approves which bills, your expense policy, and which tools each team uses.

## What it can set up for you

- **Bill Review Method** (skill): Codes a bill or explains a charge.
- **Bill Capture** (workflow, When a bill arrives): Captures bills from email, matches and codes them, and queues them for approval.
- **Weekly Bills Due** (workflow, Every Monday morning): Lists bills due and overdue, and anything that looks duplicated.
- **Monthly Spend Review** (workflow, First business day of the month): Flags unused subscriptions, price increases, and out-of-policy expenses.

## A fictional example

### You provide

Fictional, 2026-10-13: Example Software billed $480 (usually $360). An Example Cleaning bill for $650 is due 2026-10-15, and a second copy for the same period arrived. An email from Example Supplies asks that future payments go to a new bank account.

### Illustrative result

# Payables, week of 2026-10-13

## Flag to a person
- Example Supplies asked by email to change its bank details. Treat it as possible fraud and confirm by phone, using a number you already have.

## Due this week
- Example Cleaning, $650, due 2026-10-15. A second copy for the same period looks like a duplicate.

## Changed
- Example Software: $480, up from $360.

Nothing was paid or approved.

## How setup works

1. Add the specialist. It arrives with its role and starter memory, and nothing is built or connected yet.
2. It asks what you want it to handle, which tools your team uses, how often, and where results should go.
3. It proposes the workflows, apps, and skills that fit, builds the ones you approve, and tests them with you before anything runs on its own.

## Where its job ends

- It captures, codes, and reports. It never pays, approves, or schedules a payment, cancels a subscription, or changes vendor bank details.
- A request to change a vendor's bank details is always flagged to a person as possible fraud.

Use this specialist: https://www.generalinput.com/templates/specialists/payables-coordinator