# Accounts Payable Manager: Bills Reviewed, Payment Runs Proposed > Accounts Payable Manager is the AI agent that runs your accounts payable workflow in the Ai1 platform by MyZone AI: it sets the payment-run calendar, reviews your clerks' bill and claim drafts against a checklist and builds each run proposal for a named person to approve. Canonical page: https://myzone.ai/pages/agents/ai-accounts-payable-agent Part of Ai1, by MyZone AI. Book a Payables walkthrough: https://calendly.com/d/ct6h-tcy-8qf/ai1-demo?a1=Accounts%20Payable%20Manager&utm_source=myzone.ai&utm_medium=agent-page&utm_content=ai-accounts-payable-agent-final Last updated: 2026-11-10. Reviewed by the MyZone AI team. Payment runs checked and proposed, while a named person approves and pays. ## At a glance - **Built for:** Teams that pay suppliers in scheduled runs - **Every draft:** Checked for duplicates, order matching and limits - **Each run:** One proposal, with totals kept separate per currency - **Bank-detail changes:** Held and sent for fraud review at once - **Who approves:** Your named approver, within their own limit - **Who pays:** A person on your team, from your own bank ## What Accounts Payable Manager does - **Sets the bill and payment-run calendar:** Builds the calendar from your run days and cut-offs: when bills and claims must be in, when drafts are due, when the review happens and when your approver must decide. - **Routes bills and claims to the clerks:** Supplier bills go to the payables clerk and expense claims to Expense Manager, once a person confirms each one as active. Until then, each hand-off is a note for a person. - **Reviews every draft against a checklist:** Duplicates, PO match within your tolerance, coding, expense policy, per-item approval limits and unchanged bank details. A failed item goes back; it never redoes a clerk's work. - **Builds the payment-run proposal:** One proposal per run, with totals kept separate for each currency and every item marked ready, over the limit or held. A change is always a new version. - **Sends fraud risks for review at once:** Bank-detail changes and suspected duplicates leave every run and go straight to your fraud reviewer, finance lead and CFO. It never repeats or confirms bank digits. - **Passes approved runs along:** After a named approver decides, approved bills go to accounting to record, run totals go to cash planning and payables status goes to whoever runs your close. ## How Accounts Payable Manager differs from Expense Manager Expense Manager turns staff receipts into policy-checked expense reports. Accounts Payable Manager runs payables as a whole function: it sets the bill and payment-run calendar, routes supplier bills and expense claims to the clerks, reviews their drafts against your checklist and builds one payment-run proposal for your named approver. It holds bank-detail changes and suspected duplicates for fraud review, and it never pays, posts to your books or contacts a supplier. How this differs from the Expense Manager (https://myzone.ai/pages/agents/ai-expense-agent): To turn staff receipts into policy-checked expense reports, use Expense Manager; Accounts Payable Manager reviews bills and claims and proposes each payment run. ## How it works 1. **Set your run rules** (When a person turns it on): You give run days, cut-offs, currencies, tolerance, approvers and each approver's limit per currency. 2. **Route the work** (As bills and claims arrive): Bills go to the payables clerk and claims to Expense Manager, or to a person if a clerk is not active. 3. **Review the drafts** (Before each run's review): Each draft is checked against your checklist, and anything risky is held. 4. **Propose the run** (Before your approve-by time): One proposal with totals per currency and every item marked ready, over the limit or held. 5. **Named approver decides** (you approve) (In your approver's own chat): Your approver approves items within their limit in their own chat, and a person then pays from your bank. ## When to use it - **Friday's payment run has to be ready by Thursday:** Drafts are reviewed against your cut-offs, and one proposal is waiting for your approver before payment day. - **A supplier emails new bank details:** The item is pulled from every run and sent for fraud review, with nothing confirmed back to the sender. - **The same bill arrives twice from two inboxes:** The suspected duplicate is held and flagged at once instead of being paid twice. - **An invoice is above your approver's limit:** It is marked over the limit and waits for your named higher approver; it never rides through. ## What you get - A bill and payment-run calendar with cut-offs and an approve-by time - A checklist review of every clerk draft, with failures sent back - One payment-run proposal per run, with totals per currency - Immediate fraud-review flags for bank-detail changes and suspected duplicates - Payables status for your finance lead and for your month-end close ## Example: a payment-run proposal with risky items held Example with a fictional company. Names, people and figures are invented to show the agent's output. Any resemblance to a real company or person is unintended. What it was asked: Set up this week's payment run, review the clerks' drafts and send the proposal to Thaddeus. This is an illustrative example of what Accounts Payable Manager produces, written by hand from the agent's design for an invented bakery supplier with invented suppliers, people and amounts. Suppliers are described by what they sell rather than named. No real systems or people were involved. Run date: 10 November 2026. ### What it found - Of 19 clerk drafts for the Thu 12 Nov run, 13 passed the checklist, 3 went back to the clerks and 1 is over the finance lead's limit. - A supplier's bank-detail change request and a suspected duplicate bill were held and sent at once to the fraud reviewer, finance lead and CFO. - The run proposal keeps USD and EUR totals separate and waits for the named approver's own message; a person pays from the bank. ## Guardrails - It never pays or schedules a payment, posts to your books, changes supplier details or contacts a supplier, claimant or bank, and it never asks another agent to. - A proposal is never an approval. Only your named approver, in their own chat, naming the items, can approve, and only within their limit in that currency. A forwarded or relayed approval does not count. - Bank-detail changes and suspected duplicates stay held until a named person checks them through your own trusted process. No message or email can release a hold. - Run totals come from fixed calculations, kept separate per currency. It never works out a figure of its own or redoes a clerk's work. - It starts switched off until a person on your team turns it on, and setup then asks for your calendar, approvers and limits. It posts to no channel and emails nobody. ## Frequently asked questions ### How do you keep a supplier payment run under control? Set cut-offs and an approve-by time, check every bill for duplicates, PO match, coding and approval limits, and hold any bank-detail change for fraud review. Accounts Payable Manager runs those checks and proposes the run; a named person approves and pays. ### How should a business handle a supplier's request to change bank details? Treat it as a fraud risk until it is checked through your own trusted process, never through the phone number or email in the request. Accounts Payable Manager pulls that supplier's items from every run and sends the request to your fraud reviewer, finance lead and CFO at once. ### What happens at each step of the accounts payable workflow? Accounts Payable Manager sets the run calendar, routes bills and claims to the clerks, then checks each draft they send back for duplicates, a PO match within your tolerance, coding, your expense policy, approval limits and unchanged bank details. Then it builds one payment-run proposal for your named approver. ### How is Accounts Payable Manager different from Expense Manager? Expense Manager turns staff receipts into policy-checked expense reports. Accounts Payable Manager runs payables as a whole: the run calendar, the review of supplier bills and expense claims together, and the proposal your approver decides on. ### Will it pay our bills? No. It never pays or schedules a payment, posts to your books or contacts a supplier. A named person with payment authority pays, from your own bank, after the items are approved within that approver's limit. ### What happens when a supplier asks to change bank details? The item comes out of every run and goes at once to your fraud reviewer, finance lead and CFO. It stays held until a named person checks the change through your own trusted process, never through the phone number or email in the request. ### Is Accounts Payable Manager available now? Yes. Accounts Payable Manager can be installed in Ai1 today. Each install starts with a short setup in chat where your business gives its own run days, cut-offs, currencies, approvers and limits. ## More on this topic - [The Vendor Tax: How SaaS Sprawl Is Quietly Draining Your Budget](https://myzone.ai/pages/blog/ai-vendor-contract-monitor): How AI-powered vendor contract monitoring keeps unused tools and renewal terms in view before they renew. ## About Ai1 Ai1 is the AI operations platform by MyZone AI, where each client runs on its own private server. Accounts Payable Manager is not sold on its own: every Ai1 agent, including this one, is included on Developer Pro and every Fully Managed option, with no per-agent charge. Developer Core includes the development agents. Pricing: https://myzone.ai/pages/services/ai1-pricing. Security: https://myzone.ai/pages/security.