17 Accounts Payable Specialist Interview Questions and Answers

The accounts payable (A/P) department is responsible for processing invoices and payments for a company. This position is critical to the financial health of a business, as it helps ensure that vendors are paid on time and that money is not wasted on unnecessary expenses.

If you’re looking for an accounting-related job, you’ll likely need to go through an interview process. One of the most important steps to landing the job is preparing for the interview. In this guide, we’ll provide you with some questions and answers that are commonly asked during an interview for an accounts payable specialist position.

Are you familiar with the accounts payable process?

This question is an opportunity to show your interviewer that you have the skills and knowledge necessary for this role. Use examples from your experience to highlight your qualifications, and explain how these experiences helped you develop your skills.

Example: “I’ve been working in accounts payable for five years now, so I’m very familiar with the process. In my previous position, I was responsible for entering invoices into our accounting software, matching vendor information to purchase orders and ensuring all documents were properly filed. I also communicated regularly with vendors about any issues or questions they had regarding their invoices.”

What are some of the most important qualities for an accounts payable specialist?

Employers ask this question to make sure you have the right skills and abilities for the job. They want someone who is organized, detail-oriented and able to work well with others. When answering this question, think about what your previous employers valued in you. Try to include those qualities in your answer.

Example: “I believe that an accounts payable specialist needs to be highly organized and detail-oriented. It’s important to keep track of all transactions so there are no mistakes when paying vendors. I also find it helpful to be a good communicator because I often collaborate with other employees. Finally, I feel like patience is important because sometimes there are delays or issues with vendor payments.”

How do you stay organized while working on multiple tasks at once?

This question can help the interviewer understand how you plan your day and prioritize tasks. Your answer should show that you have a system for organizing your work, such as using an accounting software or scheduling regular meetings with coworkers to discuss progress on projects.

Example: “I use a calendar app on my phone to schedule important deadlines and appointments. I also regularly check my email inbox to see if there are any urgent messages from clients or other stakeholders. In addition, I set up recurring reminders in my phone’s calendar so I remember to pay invoices by their due dates.”

What is your experience with using accounting software?

This question can help the interviewer learn about your experience with using accounting software and how you apply it to your work. Use examples from previous jobs to explain what types of software you’ve used and how you applied them to your daily tasks.

Example: “I have worked in my current role for five years, and I use a variety of accounting software including QuickBooks Online, Freshbooks and Wave Accounting. In my previous position, I also used Wave Accounting and Microsoft Dynamics GP. These programs are helpful because they allow me to manage large amounts of data efficiently and accurately. For example, when working with Microsoft Dynamics GP, I was able to create reports that helped my team monitor spending and identify areas where we could save money.”

Provide an example of a time when you had to resolve a dispute with a vendor.

Interviewers may ask this question to assess your problem-solving skills and ability to resolve conflicts. When answering, it can be helpful to mention a specific example of how you resolved the issue and what steps you took to solve it.

Example: “At my previous job, I had a vendor who was consistently late with their invoices. This caused our team to have to pay for expedited shipping on orders that were already late in arriving. After talking with the vendor about the situation, they agreed to send us all of their invoices within two weeks of receiving them. They also promised to call if there were any delays so we could adjust our expectations accordingly.”

If hired, what would be your priorities during your first few weeks on the job?

This question helps employers determine how you plan to get started in your new role. They want to know that you are eager to learn and apply yourself as soon as possible. Your answer should include a list of tasks you would complete during your first few weeks on the job.

Example: “I would start by learning all aspects of this company’s accounting software. I would also begin familiarizing myself with the organization’s financial records, including vendor invoices and purchase orders. I would review any outstanding payments and make sure they were processed correctly. Finally, I would work with my team members to create an efficient workflow for accounts payable.”

What would you do if you noticed suspicious activity in the accounts payable system?

This question can help the interviewer assess your ability to detect fraud and other illegal activities. Use examples from past experience where you noticed suspicious activity, investigated it and reported it to management or human resources.

Example: “In my last role as an accounts payable specialist, I noticed a vendor was submitting invoices for services that were never delivered. After investigating this issue further, I found out that one of our employees had been paying vendors without checking their invoices first. I immediately notified HR so they could investigate the employee’s actions and take appropriate action.”

How well do you communicate verbally and in writing?

The interviewer may ask this question to assess your communication skills. This is because you will need to communicate with other employees and clients in the accounting department, as well as those outside of it. To answer this question, describe a time when you had to communicate verbally or in writing with others.

Example: “I have excellent verbal communication skills, which I developed through my previous job where I was responsible for communicating with vendors on a daily basis. In addition, I am highly proficient at written communication, having earned an A in my college English class.”

Do you have experience working with vendors from different countries?

The interviewer may ask this question to see if you have experience working with international vendors. This can be an important skill for accounts payable specialists because they often need to communicate and send payments to vendors in other countries. Your answer should show that you are comfortable communicating with people from different cultures and backgrounds.

Example: “I do, actually. In my previous role as an accounts payable specialist, I worked with a vendor who was located in Germany. We communicated through email and phone calls, but we also used Skype to talk face-to-face about our business relationship. It’s important to me to build relationships with the people I work with, so I always try to make sure I am respectful of their culture and language.”

When was the last time you updated your knowledge of tax laws and regulations?

Employers ask this question to make sure you stay up-to-date on the latest tax laws and regulations. They want to know that you can keep their company in compliance with all applicable tax laws. In your answer, explain how you plan to stay current on changes to tax law. You can also mention any continuing education courses or certifications you have completed recently.

Example: “I am a member of my state’s professional association for CPAs. I receive monthly newsletters from them that outline recent changes to tax law. I also take an online course every year to renew my certification as a CPA. This ensures that I am always aware of the most recent tax laws.”

We want to improve our accounts payable process. What ideas do you have to help us do that?

This question is an opportunity to show your problem-solving skills and how you can help improve the company’s processes. When answering this question, think about what improvements you would make to the accounts payable process at your current employer.

Example: “I have a few ideas for improving the accounts payable process here. First, I would implement a new software system that allows us to track invoices more efficiently. This will allow me to enter invoice information faster and reduce errors. Second, I would create a checklist of all tasks related to accounts payable so everyone knows their responsibilities. Finally, I would hold monthly meetings with my team members to discuss our progress.”

Describe your experience working with financial statements.

This question can help the interviewer understand your experience with financial statements and how you interpret them. Use examples from past work experiences to explain how you read, analyze and report on financial statements.

Example: “I have worked with financial statements for five years now, so I am very familiar with interpreting them. In my last role, I was responsible for reviewing all incoming invoices and matching them to purchase orders or contracts. If there were any discrepancies between the invoice and the documents, I would contact the vendor to resolve it. This process helped me ensure that we paid vendors correctly and in a timely manner.”

What makes you stand out from other candidates for this position?

Employers ask this question to learn more about your qualifications and how you can contribute to their company. Before your interview, review the job description to see what skills they’re looking for in an applicant. In your answer, share two or three of these skills that you possess and explain why you have them.

Example: “I am highly organized and detail-oriented, which is a skill I developed from working as an accounts payable specialist at my previous employer. This skill has helped me save my company time and money by finding errors before payments were processed. Another reason I stand out from other candidates is because I’m always willing to learn new accounting software and processes.”

Which accounting software programs are you most familiar with using?

This question can help the interviewer determine your level of experience with accounting software. It’s important to be familiar with the company’s specific accounting software, but it’s also beneficial to mention other programs you’re comfortable using if they are similar.

Example: “I’m most experienced with SAP and Oracle, however I have used NetSuite in the past as well. I find that all three systems are very similar when it comes to processing payments and managing accounts payable. In my previous role, we used SAP for our accounting system, so I was able to learn how to use the other two programs fairly quickly.”

What do you think is the most important skill for an accounts payable specialist to have?

This question can help the interviewer determine if you have the skills and abilities to be successful in this role. When answering, it can be helpful to mention a skill that you feel is important for an accounts payable specialist to possess and explain why you think it’s beneficial.

Example: “I believe the most important skill for an accounts payable specialist to have is attention to detail. This role requires someone who can accurately record payments and ensure they are processed correctly. Attention to detail is essential because it ensures all transactions are recorded properly and no mistakes are made.”

How often do you reconcile your accounts?

This question can help the interviewer understand how often you check your accounts and ensure they’re accurate. It can also show them how often you work with vendors, which is an important part of this role. Use your answer to highlight your attention to detail and ability to complete tasks accurately.

Example: “I reconcile my accounts at least once a month. I find that doing so helps me stay on top of any discrepancies or mistakes I may have made in entering data. In my last position, I was responsible for reconciling our accounts every week, but I found it wasn’t necessary as long as I did it monthly. This helped me save time by not having to do extra work each week.”

There is a discrepancy in your accounts. How do you handle this situation?

This question is an opportunity to show your problem-solving skills and ability to work independently. When answering this question, it can be helpful to describe the steps you would take to resolve the issue.

Example: “If there was a discrepancy in my accounts, I would first check for any errors in my calculations or data entry. If everything seems correct, I would then contact the vendor to confirm that they sent us the invoice. If the vendor confirms that we received the invoice, I would contact our accounting department to see if they have any information on the invoice. If both the vendor and accounting department say they don’t have any information on the invoice, I would reach out to the client to find out why we haven’t received their payment.”