AI-Driven Accounts Payable Specialist — NetSuite Expert

Tool Country, Inc.; Denver (CO); On-site; USD 60,000 - 75,000; Full time

Job summary

Tool Country, Inc. is seeking a detail-oriented Accounts Payable Specialist to support our Denver finance team.

The role handles vendor invoices, PO matching, and vendor statement reconciliation while using NetSuite and Microsoft 365 with AI-assisted workflows to improve processing accuracy. You will ensure timely payments, maintain documentation, and drive process improvements across accounts payable operations.

Qualifications

• 2+ years accounting, accounts payable, or related finance experience.
• Experience with purchase-order-based AP, invoice/receiving matching, and vendor statement reconciliation preferred.
• Experience with vendor credits, discrepancy resolution, and payment processing preferred.
• Strong numerical and reconciliation skills.
• Good command of English both oral and written, with strong vendor service skills.

Responsibilities

• Process vendor invoices, bill credits/credit memos, and supporting documentation accurately and on time.
• Match invoices to purchase orders and receiving; validate vendor, invoice number/date, terms, quantities, pricing, freight, tax, and totals.
• Apply appropriate expense/GL coding and confirm required approvals before posting.
• Research invoice, purchase order, and receiving discrepancies and route exceptions to the appropriate internal partners for resolution.
• Prepare and validate NetSuite import files or entries, confirm successful processing, and correct rejected or exception items.
• Review for duplicate invoices, credits, and previously recorded transactions before posting.
• Verify due dates and payment terms, maintain payment-ready documentation, and support scheduled payment processing.
• Reconcile monthly vendor statements to accounts payable records, open invoices, credits, and payments.
• Identify and investigate missing invoices or credits, duplicate items, unapplied transactions, and balance discrepancies.
• Research receiving with no invoice, invoice with no receiving, and aging/open purchase order exceptions with vendors and internal teams.
• Obtain missing invoices, credit memos, and supporting documents and track open exceptions through resolution.
• Respond to vendor inquiries regarding invoice status, discrepancies, credits, and payment timing.
• Track returns, shortages, pricing discrepancies, and outstanding credits to ensure credits are received and applied promptly.
• Support vendor setup and changes by collecting required documentation and following verification controls for tax IDs, remit-to addresses, and payment detail changes.
• Monitor shared accounts payable mailboxes and other intake sources; identify invoices, statements, credits, and supporting documentation.
• Save, extract, rename, organize, and retain PDFs and attachments using consistent naming and filing standards in Microsoft 365/SharePoint.
• Use approved AI-assisted tools and automation to organize documents, identify duplicates or missing items, compare statements to AP data, prepare review workbooks/import files, and draft vendor follow-up.
• Independently review automation outputs, investigate exceptions, and validate source documentation before posting, payment, or external communication.
• Maintain complete historical records and audit trails and protect confidential financial and vendor information.
• Follow approval requirements, segregation of duties, vendor-change verification, and other fraud-prevention and internal control procedures.
• Coordinate with purchasing, receiving, warehouse, branches, and finance to resolve accounts payable exceptions and keep transactions moving.
• Communicate open issues and status clearly and elevate time-sensitive, high-dollar, or unusual discrepancies.
• Assist with testing and improving Outlook, SharePoint, Power Automate, and other accounts payable workflows to reduce manual processing and improve accuracy.

Skills

Attention to detail

Time management

Vendor communication

Analytical thinking

Problem solving

Education

Accounting coursework

Tools

Oracle NetSuite

Excel

Outlook

SharePoint

Power Automate

Job description

Tool Country, Inc. is seeking a detail-oriented Accounts Payable Specialist to support our Denver finance team.

The role handles vendor invoices, PO matching, and vendor statement reconciliation while using NetSuite and Microsoft 365 with AI-assisted workflows to improve processing accuracy. You will ensure timely payments, maintain documentation, and drive process improvements across accounts payable operations.