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Accounts Payable vs Accounts Receivable: Key Differences and Examples
Learn the differences between accounts payable and receivable, with examples, comparisons, and modern tools to improve your cash flow and financial processes.
Published on:
July 24, 2025
Ajay Ramamoorthy
Senior Content Marketer
Karthikeyan Manivannan
Visual Designer
State of SaaS Procurement 2025
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Managing money flowing in and out of a business has never been more critical. With global supply chains tightening and digital transactions growing, finance teams must understand the difference between what they owe and what they're owed. That’s where accounts payable (AP) and accounts receivable (AR) come in. 

These two pillars of financial health help businesses stay afloat, avoid late payments, and manage cash flow with precision - they also play a crucial role in driving procurement efficiency and digital transformation across the organization. 

In this blog, we will cover:

  • What Are Accounts Payable?
  • Examples of Accounts Payable and How to Record
  • What Are Accounts Receivable?
  • Examples of Accounts Receivable and How to Record
  • Why Are Accounts Payable and Receivable Important?
  • Accounts Payable vs Accounts Receivable: 7 Key Differences
  • Accounts Payable vs Accounts Receivable: Similarities
  • Tools to Automate Accounts Payable and Receivable
  • How Spendflo Helps with Accounts Payable and Receivable
  • Frequently Asked Questions on Accounts Payable and Receivable

What Are Accounts Payable?

Accounts payable (AP) refers to the money a business owes to its suppliers or vendors for goods and services received on credit. It’s recorded as a liability on the balance sheet and is critical for managing short-term obligations. 

Examples of Accounts Payable and How to Record

Accounts payable (AP) includes all the short-term liabilities a business owes to its suppliers, vendors, or service providers. Common examples include:

Inventory Purchases: If a retailer receives a shipment of goods from a supplier but pays 30 days later, this transaction is recorded as accounts payable.

Utilities: Monthly electricity, water, or internet bills that are paid after consumption also fall under AP.

Professional Services: Fees owed to legal, consulting, or accounting firms where services are delivered upfront and billed later.

Office Supplies: Bulk stationery or equipment purchases billed to the company with deferred payment terms.

Learn the fundamentals of accounts payable and why it's essential for managing business obligations in our blog: What is Accounts Payable: Benefits & Best Practices

How to Record Accounts Payable

When a business receives a bill for services or goods but hasn’t yet paid, it records a journal entry to recognize the liability. Here’s how:

Step 1: Debit the relevant expense or asset account (e.g., Inventory or Office Supplies).

Step 2: Credit the Accounts Payable account.

Example: A business receives an invoice of $1,000 for office furniture. The entry would be: 

Debit: Office Equipment $1,000

Credit: Accounts Payable $1,000

When payment is made:

Debit: Accounts Payable $1,000

Credit: Cash/Bank $1,000

This method ensures the company keeps track of what it owes and maintains accurate general ledger and financial records for audits and cash flow management. 

What Are Accounts Receivable?

Accounts receivable (AR) is the money owed to a business by its customers for products or services delivered on credit. Listed as an asset on the balance sheet, AR is vital for tracking incoming cash flow and customer payments.

Examples of Accounts Receivable and How to Record

Accounts receivable (AR) represents outstanding invoices a business has issued but hasn’t yet collected payment on. These are assets expected to convert into cash within a short period. Common examples include:

Customer Invoices: A software company billing a client $5,000 for services rendered this month but payable in 30 days.

Installment Sales: A furniture store selling products on a payment plan where the customer pays over six months.

Subscription Services: An annual magazine subscription paid quarterly, with the full invoice raised upfront.

How to Record Accounts Receivable

When a company delivers a product or service and invoices the customer, it records this as AR. 

Here’s the accounting flow:

Step 1: Debit the Accounts Receivable account.

Step 2: Credit the Revenue or Sales account.

Example: A business provides marketing services worth $3,000 and invoices the client:

Debit: Accounts Receivable $3,000

Credit: Service Revenue $3,000

When the customer makes the payment:

Debit: Cash/Bank $3,000

Credit: Accounts Receivable $3,000

Accurate AR records help businesses monitor incoming payments, reduce delays, and maintain positive cash flow. It also ensures transparency in financial reporting and aids in assessing creditworthiness of clients. Proper payment recording within AR systems helps maintain accurate account balances and audit trails. 

Why Are Accounts Payable and Receivable Important?

Accounts payable and receivable are crucial for managing a company’s short-term financial health. They directly impact cash flow, operational efficiency, and business relationships. When tracked accurately, AP and AR help businesses meet obligations, forecast finances, and reduce the risk of cash crunches.

Here are six reasons why AP and AR are important:

Maintain Healthy Cash Flow

A balanced AP and AR process ensures money moves in and out of the business on time. Efficient receivables collection brings in cash faster, while managing payables prevents late fees and keeps enough cash on hand for day-to-day operations.

Strengthen Vendor and Customer Relationships

Timely payments to vendors foster trust and reliability. On the AR side, consistent invoicing and follow-ups build professionalism with clients. Good relationships often lead to better terms and long-term partnerships.

Explore how timely payments and clear communication strengthen vendor relationships in our blog: 4 Steps For Effective Supplier Relationship Management in 2025

Support Accurate Financial Forecasting

Accurate AP and AR records give finance teams the visibility needed to plan for future cash needs and generate timely financial reports. Knowing when payments are due and when receivables will come in helps prevent liquidity issues and enables smarter investments.

Improve Operational Efficiency

Automating AP and AR workflows reduces manual work, speeds up processing, and minimizes errors. Streamlined operations free up finance teams to focus on strategy rather than chasing payments or tracking invoices.

Avoid Costly Errors and Penalties

Late payments, missed receivables, or duplicate invoices can lead to fines, vendor conflicts, or revenue loss. A well-managed system reduces risks and ensures regulatory compliance with financial controls.

Enable Better Decision-Making

Up-to-date AP and AR data helps leadership make informed decisions about hiring, investments, or expansion. It provides a clear picture of current financial standing and available working capital.

Accounts Payable vs Accounts Receivable: 7 Key Differences

Accounts payable (AP) and accounts receivable (AR) are essential financial processes that reflect how a business manages its money. While AP focuses on outgoing payments, AR focuses on incoming revenue. Understanding how these two systems differ helps finance teams optimize cash flow, improve vendor relationships, and support better financial forecasting. 

1. Purpose

Accounts payable and accounts receivable represent opposite sides of a company’s financial transactions. One is focused on outgoing payments, while the other ensures money is collected. Both are essential for maintaining financial stability and operational flow.

  • Accounts payable: Tracks money the business owes to vendors or suppliers for goods and services received. It helps ensure payments are timely and obligations are met without disruptions.

  • Accounts receivable: Tracks money owed to the business by customers for products or services delivered. It ensures revenue is collected efficiently and supports customer account management.

2. Financial Statement Placement

Though both appear on the balance sheet, they occupy different sections - liabilities versus assets. This placement reflects the company’s obligations versus its entitlements. Understanding where they sit helps assess liquidity and overall financial health.

  • Accounts payable: Recorded under current liabilities, as it represents short-term debts to external parties. It shows what the company owes within a given period. 

  • Accounts receivable: Listed under current assets, since it represents incoming cash expected soon. It reflects what others owe the business and is considered part of liquid assets. Changes in AP and AR directly affect revenue and expenses, which are later reported on the income statement. 

3. Cash Flow Impact

Cash flow is heavily influenced by how well AP and AR are managed. Accounts payable impacts when and how cash leaves the business. Accounts receivable determines how quickly cash comes in from customers.

  • Accounts payable: Represents outgoing cash and needs to be managed to avoid shortages. Delayed payments can preserve cash in the short term but may harm vendor relations. 

  • Accounts receivable: Brings cash into the business and supports day-to-day operations. Prompt collection ensures positive cash flow and reduces the need for external financing. 

4. Relationship Focus

Each function manages crucial relationships with external stakeholders. AP centers on building strong vendor partnerships through timely payments. AR focuses on maintaining positive customer relationships by ensuring smooth billing and collections.

  • Accounts payable: Involves managing relationships with suppliers and vendors. Timely, accurate payments build trust and can lead to favorable terms and discounts.

  • Accounts receivable: Involves customer relationship management. Clear invoicing and consistent follow-ups strengthen customer trust and reduce disputes.

5. Risk Type

Both AP and AR come with financial risks that can affect operations. Poor AP management can disrupt supply chains and damage vendor trust. Weak AR control can lead to bad debts and cash shortages. 

  • Accounts payable: Poorly managed AP can result in late fees, damaged supplier relationships, and even supply chain interruptions. It can also reflect poorly on creditworthiness.

  • Accounts receivable: If AR isn’t handled well, it can lead to delayed payments, bad debts, and reduced cash availability. It also affects revenue recognition and forecasting.

6. Accounting Treatment

The accounting entries for AP and AR follow different structures. They involve opposite debit-credit flows and reflect different transaction timings. Accurate accounting ensures compliance, reporting integrity, and audit readiness. 

  • Accounts payable: AP is credited when a business incurs a liability, and the corresponding expense or asset is debited. This shows that the business has received value but hasn’t paid yet.

  • Accounts receivable: AR is debited when a sale is made on credit, and revenue is credited. It records the business’s right to receive payment even before cash is collected.

7. Responsibility

Different teams within the finance department typically manage AP and AR. These roles require different tools, workflows, and performance metrics. Clear team ownership helps prevent delays and reduces financial errors.

  • Accounts payable: Typically managed by procurement or accounts payable specialists. Their focus is on vendor selection, contract terms, invoice validation, and payment scheduling. 

  • Accounts receivable: Usually handled by finance, billing, or revenue operations teams. Their work includes issuing invoices, tracking collections, and managing overdue accounts. 

Accounts Payable vs Accounts Receivable: Similarities

Despite having opposite functions, accounts payable and receivable share some important similarities. Both are essential to business finance operations and play a big role in cash flow, compliance, and financial visibility.

Part of the Working Capital Cycle

Both AP and AR are central to managing working capital. AP affects how fast a business pays its suppliers, while AR affects how quickly it collects from customers - both directly impacting liquidity.

Impact Financial Planning

Finance teams rely on accurate AP and AR data for budgeting, cash flow forecasting, and strategic decisions. Any gaps in either process can disrupt projections and delay business operations.

Require Timely Tracking and Management

Delays in recording AP or AR can lead to cash shortages or missed revenue. Both need regular reconciliation and monitoring to ensure healthy financial operations.

Can Be Automated for Efficiency

Modern finance teams automate both processes using accounting or ERP software. Automation reduces errors, speeds up processing, and improves visibility across the payables and receivables lifecycle.

See how automation is transforming procurement processes in our blog: Procurement 2.0: The Role of AI, Automation, and Insights in the Next Decade

Subject to Auditing and Compliance

Both accounts are reviewed during financial audits. Clear documentation and accurate records are necessary to meet compliance standards and avoid regulatory penalties.

Tools to Automate Accounts Payable and Receivable

Several tools can streamline AP and AR processes. Spendflo offers automation for invoice tracking, approval workflows, contract management, and renewal alerts. Many of these platforms also support multiple payment methods including ACH, wire transfers, and digital wallets for faster transactions. An automated approval process helps finance teams manage compliance, avoid bottlenecks, and accelerate invoice handling. 

Other platforms like QuickBooks, NetSuite, and Zoho Books also offer automation features. These tools help minimize human error, speed up processing times, and keep data centralized and accessible. Many platforms also integrate with purchase order systems to ensure every invoice aligns with pre-approved spending. By using automated solutions, businesses can significantly reduce manual workload and streamline financial operations. 

How Spendflo Helps with Accounts Payable and Receivable

Managing accounts payable and receivable can become time-consuming and complex as a business scales. Spendflo simplifies both processes through automation, centralized tracking, and smart insights that help finance teams stay on top of their financial commitments and receivables.

For Accounts Payable

Spendflo automates invoice processing and approval workflows, providing real-time visibility into outstanding liabilities. It tracks vendor payment schedules, contract terms, and alerts users well before due dates, helping businesses avoid late fees, missed payments, and strained vendor relationships. With all procurement data in one place, finance teams gain better control over budgeting and spend optimization.

For Accounts Receivable

Spendflo allows companies to track outstanding invoices, monitor payment status, and follow up proactively. It reduces the risk of aging receivables by ensuring the finance team has clear insight into expected cash inflows. The platform integrates with ERP and financial tools, allowing seamless synchronization of payment data across systems.

Frequently Asked Questions on Accounts Payable and Receivable

What are the benefits of managing accounts payable and receivable effectively?

Properly managing AP and AR ensures that your business remains financially healthy and operationally efficient. On the AP side, it reduces late fees, improves vendor trust, and enhances your credit terms. For AR, it ensures steady cash inflow, reduces bad debt, and maintains healthy customer relationships.

How do accounts payable and receivable affect cash flow?

AR represents future cash inflow, while AP represents future cash outflow. If your receivables are delayed and payables come due quickly, it can create a cash crunch. On the other hand, timely collection and managed payments help maintain a healthy cash buffer.

What are common mistakes in handling AP and AR?

Common AP errors include paying duplicate invoices, missing payment due dates, or not verifying vendor terms. In AR, mistakes often include delayed invoicing, failure to follow up on unpaid bills, or granting lenient credit terms to unreliable customers.

How often should businesses review AP and AR processes?

Ideally, businesses should review AP and AR processes monthly. High-growth or transaction-heavy companies may even require weekly checks. Regular reviews help flag overdue receivables, optimize payment schedules, and ensure accuracy in financial reporting. Proactive tracking of overdue invoices helps reduce bad debt and improves collection efficiency.

Need a rough estimate before you go further?

Here's what the average Spendflo user saves annually:
$2 Million
Your potential savings
$600,000
Managed Procurement.
Guaranteed Savings.
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