Accounts Payable Specialist

QT Imaging Holdings; Petaluma (CA); On-site; USD 75,000 - 110,000; Full time

Job summary

QT Imaging Holdings, Inc. is seeking a Staff Accountant / Accounts Payable Specialist to manage the full-cycle AP process and support month-end close at our Petaluma office.

You will ensure accurate invoicing, coding, and payments while maintaining strong internal controls and collaborating with Procurement, Finance, and business stakeholders. The role requires at least five years of progressive AP experience, exposure to high-volume environments, and proficiency in NetSuite, Corpay, and FloQast

Qualifications

• Bachelor's degree in Accounting, Finance, or related field preferred.
• Equivalent combination of education and experience may be considered.
• Advanced proficiency in Excel and PowerPoint.

Responsibilities

• Oversee full-cycle accounts payable and month-end close support.
• Review invoices, approvals, coding, and compliance with policies.
• Process payments (ACH, wire) and monitor schedules for discounts.
• Maintain vendor master files and 1099 reporting.
• Support internal controls and automation initiatives.

Skills

Advanced Excel

PowerPoint

Analytical skills

Communication skills

Multitasking

Confidentiality

Education

Bachelor's degree in Accounting/Finance/Business

Tools

NetSuite

Corpay

FloQast

Job description

QT Imaging Holdings, Inc. (“QT Imaging”) is a medical device company engaged in research, development, and commercialization of innovative body imaging systems using low frequency sound waves. QT Imaging strives to improve global health outcomes. Its strategy is predicated upon the fact that medical imaging is critical to the detection, diagnosis, and treatment of disease and that it should be safe, affordable, accessible, and centered on the patient’s experience. For more information on QT Imaging, please visit the company’s website at www.qtimaging.com.

POSITION: STAFF ACCOUNTANT / ACCOUNTS PAYABLE SPECIALIST

The Staff Accountant / Accounts Payable Specialist is responsible for overseeing the organization's end-to-end accounts payable function as an individual contributor. This role serves as the subject matter expert for accounts payable operations, ensuring timely and accurate processing of invoices and payments, maintaining strong internal controls, supporting month-end close activities, and driving continuous process improvements. This position provides functional leadership, establishes best practices, and partners closely with Procurement, Finance, and business stakeholders to ensure efficient and compliant accounts payable operations.

KEY RESPONSIBILITIES:

• Accounts Payable Operations
  • o Manage the full-cycle accounts payable process from invoice receipt through payment.
  • o Review invoices for proper approvals, coding, supporting documentation, and compliance with company policies.
  • o Process vendor payments through ACH, wire transfers, and other approved payment methods.
  • o Monitor payment schedules to maximize discounts, avoid late fees, and support cash flow objectives.
  • o Resolve invoice discrepancies and payment issues with vendors and internal departments.
  • o Reconcile vendor statements and research outstanding items.
  • o Maintain accurate and complete vendor master files, including tax documentation and banking information.
  • o Administer annual Form 1099 reporting and related compliance activities.
• Process Ownership and Internal Controls
  • o Serve as the functional owner of the accounts payable process and recommend improvements to increase efficiency and accuracy.
  • o Ensure compliance with company policies, internal controls, and accounting procedures.
  • o Develop, document, and maintain accounts payable procedures and workflow documentation.
  • o Identify opportunities to automate manual processes and improve system utilization.
  • o Support implementation of new accounting systems, payment technologies, or process enhancements.
• Accounting Support
  • o Prepare accounts payable accruals and assist with month-end and year-end close activities.
  • o Reconcile accounts payable subledger to the general ledger.
  • o Assist with account reconciliations and audit support.
  • o Prepare reports related to accounts payable aging, payment activity, and vendor performance.
• Vendor and Business Partner Support
  • o Build and maintain positive relationships with vendors and internal stakeholders.
  • o Respond promptly to inquiries regarding invoice status, payments, and vendor accounts.
  • o Collaborate with Procurement and department managers to resolve purchasing and invoice issues.
  • o Promote consistent adherence to purchasing and invoice approval procedures across the organization.
• Functional Leadership
  • o Act as the department's subject matter expert for accounts payable policies, systems, and procedures.
  • o Provide guidance and training to employees regarding invoice processing, expense coding, and purchasing procedures.
  • o Recommend best practices to improve operational effectiveness and financial controls.
  • o Participate in cross-functional initiatives and special projects related to finance and operations.

PRIOR EXPERIENCE:

• Five or more years of progressive accounts payable experience.
• Experience managing full-cycle accounts payable in a high-volume environment.
• Experience supporting month-end close and financial audits.
• Demonstrated experience improving accounting processes and implementing internal controls.
• Hands-on experience with NetSuite, Corpay, and FloQast is a plus.
• Experience at public company is a plus.

QUALIFICATIONS & REQUIREMENTS:

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
• Equivalent combination of education and relevant experience may be considered.
• Advanced proficiency in Excel and PowerPoint.

ADDITIONAL SKILLS:

• Strong knowledge of accounts payable processes and accounting principles.
• Understanding of GAAP and internal control concepts.
• Advanced proficiency in Microsoft Excel, including formulas and pivot tables.
• Experience using ERP systems such as NetSuite or similar.
• Strong analytical, organizational, and problem-solving skills.
• Exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines independently.
• Ability to influence and collaborate effectively without direct supervisory authority.
• High level of professionalism, integrity, and confidentiality.

JOB TYPE:

• On-site in Petaluma office and/or hybrid.
• Full-time.
• Compensation: Base salary range of $75,000 - $110,000, plus bonus and equity.

This job description is a summary of the typical functions of the position, not necessarily an exhaustive or comprehensive list of all possible position responsibilities, tasks, and duties. The company reserves the right to assign or reassign duties and responsibilities to this job at any time. This job does not constitute a written or implied contract of employment; employment remains “at-will”.