Top 20 Interview Questions & Answers for Accounts Payable – 2025

Preparing for an accounts payable job interview? This guide provides a list of essential questions and answers that will help you showcase your knowledge of accounting principles, organizational skills, and attention to detail. Whether you’re applying for a role as an accounts payable clerk, specialist, or manager, these questions cover all key areas of the job.

General Questions

• 1. Tell me about your previous experience in accounts payable.
  A: I have been working in accounts payable for the past five years, during which time I have gained experience in invoice processing, reconciliation, and vendor management. I am familiar with various accounting software and have a strong attention to detail, ensuring accurate and timely payment of invoices.
• 2. How do you ensure accuracy in your work?
  A: I have a systematic approach to my work, double-checking each step to ensure accuracy. I also utilize Excel spreadsheets and other tools to keep track of data and minimize errors. Additionally, I am diligent in reviewing and verifying all information before processing payments.
• 3. How do you handle difficult or urgent situations in your work?
  A: In urgent situations, I prioritize tasks and communicate with my team and suppliers to find a solution. I stay calm under pressure and am able to quickly adapt to changing priorities. In difficult situations, I remain professional and focus on finding a resolution that benefits both parties.
• 4. Can you give an example of a time when you had to resolve a discrepancy in an invoice?
  A: Yes, in my previous role, I encountered an invoice where the amount charged did not match the agreed-upon price. I thoroughly reviewed the purchase order, communicated with the vendor for clarification, and identified an error in the invoice. I brought this to the attention of my manager, and we were able to resolve the discrepancy and prevent overpayment.
• 5. How do you manage your time and meet tight deadlines?
  A: I prioritize my tasks based on due dates and work efficiently to meet tight deadlines. I am organized and communicate any potential delay in advance. I am also open to seeking help from my team to ensure all tasks are completed on time.

Technical Skills & Experience

• 6. What accounting software are you familiar with?
  A: I am proficient in using popular accounting software such as QuickBooks, Sage, and Xero. I am also open to learning new software as needed.
• 7. Can you explain the accounts payable process?
  A: The accounts payable process involves receiving and reviewing invoices, ensuring all information is accurate, obtaining approvals, entering the invoice into the accounting system, and processing payment to vendors.
• 8. How do you handle discrepancies in vendor statements?
  A: I review the vendor statement along with our records and any outstanding invoices. I identify the discrepancies and communicate with the vendor to resolve them. If necessary, I request for credit adjustments or follow up on any unpaid invoices.
• 9. Tell me about your experience with 3-way matching.
  A: I have experience with 3-way matching, which involves comparing the invoice, purchase order, and receiving report to verify that the goods or services were received, the prices are accurate, and the invoice matches the purchase order and receiving report. This process helps to prevent errors and overpayment.
• 10. How do you handle sensitive or confidential information?
  A: I understand the importance of protecting sensitive and confidential information, and I adhere to strict confidentiality protocols. I only share information on a need-to-know basis, and I am careful in handling any physical or digital documents with sensitive information.

Behavioral Questions

• 11. How do you handle a high volume of invoices?
  A: I have experience in a fast-paced environment where the volume of invoices was high. I manage this by prioritizing tasks, staying organized, and utilizing technology to increase efficiency. I am also open to suggestions from team members to streamline processes and improve productivity.
• 12. Can you give an example of a time when you identified and implemented a process improvement?
  A: In my previous role, I noticed that the manual recording of invoice data was time-consuming and prone to errors. I suggested and implemented the use of an electronic system, which reduced processing time and minimized errors. This also allowed for easier access to data and improved overall efficiency.
• 13. How do you handle disputes with vendors regarding payment?
  A: I handle disputes with vendors by maintaining open and professional communication. I also ensure that all documents and records are accurate and up-to-date to support my position. If necessary, I escalate the issue to my manager for resolution.
• 14. How do you work with other teams, such as purchasing or finance?
  A: I understand the importance of cross-functional communication and collaboration. I regularly communicate with other teams to ensure all processes and information are aligned. I also attend meetings and provide updates to relevant parties to ensure a smooth and efficient workflow.
• 15. Can you give an example of a time when you had to work with a difficult team member?
  A: In my previous job, I had a teammate who was known for being difficult to work with. However, I maintained a positive attitude and actively listened to their concerns. I also communicated clearly and respectfully, and we were able to find common ground and work effectively together.

Situational Questions

• 16. How would you handle a situation where an invoice is past due, and the supplier is demanding payment?
  A: I would first check our records and review the payment terms to confirm if the invoice is indeed past due. If it is, I would reach out to the supplier and communicate the payment status, including any delays or disputes. If necessary, I would escalate the issue to my manager to resolve it.
• 17. How would you handle a situation where a conflict arises between the vendor and the purchasing department regarding a purchase order?
  A: I would first gather all relevant information and review the purchase order, vendor invoice, and any communications between the two parties. I would then communicate with both the vendor and the purchasing department to understand their positions and work towards a resolution that benefits both parties.
• 18. How would you handle a situation where an invoice is missing critical information?
  A: I would reach out to the vendor and request for the missing information. If I do not receive a response, I would seek advice from my team lead or manager on how to proceed. In the meantime, I would continue with the other payments and follow up on the missing information at a later time.
• 19. How would you handle a situation where the invoice amount is over the budgeted amount?
  A: I would first review the budget and determine if there is room for an increase or if an exception can be made. If not, I would communicate with the purchasing department and the vendor to find a solution, such as renegotiating the price, finding alternative options, or getting approval from a higher authority.
• 20. How would you handle a situation where there is a duplicate invoice for the same transaction?
  A: I would first verify if the duplicate is indeed a mistake or if there were multiple transactions that resulted in the invoices being generated. If it is a mistake, I would communicate with the vendor to resolve the issue and avoid duplicate payments. I would also document and report the incident to ensure it does not happen again in the future.