What’s happening at Procapy.
Product updates, company news, and practical insights on running Accounts Payable and expenses with less manual work.
How to track project costs and see an overrun before month-end
Most project overruns are visible weeks before anyone reports them, in purchase orders already signed and costs coded to the wrong place. Here’s how to track project costs properly, a worked example of a budget that looks on track and isn’t, and the habits that keep the numbers honest.
How to plan a payment run: pay suppliers on time, not early and not late
A payment run turns supplier payments from “whoever called last” into a schedule. Here’s how a run works, which invoices belong in it, when an early-payment discount is worth taking, a worked example of one week’s run and the habits that break it.
What is an audit trail? How to keep one your auditors can follow
An audit trail shows who did what to a transaction, and when, from the request to the ledger. Here’s what a good one records, how auditors use it, a worked example of one payment traced end to end and the gaps that turn audit season into overtime.
How AI learns from your team’s corrections, and what stops it learning the wrong thing
AI that learns from corrections can save your AP team the same fix every month, or quietly learn their typos. Here’s what careful learning looks like in finance software, a worked example of a lesson learned and unlearned, and how to tell whether your AI is learning well.
How to detect expense fraud: the red flags in employee claims
Expense fraud rarely looks like fraud. It looks like taxi claims just under the receipt threshold, a receipt for 180 claimed as 810 or a client dinner on a Saturday. Here are the common types, the red flags, a worked example and the controls that stop it.
What is an AP ageing report? How to read it and act on what it shows
An AP ageing report shows what you owe suppliers and how late it is. Here’s what goes into one, the difference between ageing by invoice date and by due date, a worked example with the reconciliation to the ledger and the reasons the report is so often wrong.
What is procure-to-pay? The P2P process, step by step
Procure-to-pay is everything between “we need this” and “the supplier has been paid”. Here’s each step and who owns it, the difference between a purchase requisition and a purchase order, a worked budget check and where the process usually breaks.
How to write an expense policy employees actually follow
Most expense policies fail because people only meet the rules when a claim is rejected. Here’s what goes into a good one, an example set of limits, a worked per diem calculation and how to write rules that employees follow and approvers can apply the same way.
Month-end close checklist: how to close the books faster without cutting corners
A slow close is rarely about the accounting. It’s about waiting for the last receipt, the last approval and the last reconciliation. Here’s what the month-end close includes, an example five-day close calendar and the changes that take days off it.
How to prevent duplicate payments, and find the ones you’ve already made
Most duplicate payments aren’t identical invoices. They’re the same invoice with a reformatted number, a second vendor record or an urgent transfer nobody recorded. Here’s how they slip through, how to find the ones already paid and the controls that stop the next one.
How to build an approval matrix that doesn’t slow your company down
An approval matrix decides who can approve what, up to how much and in which order. Here’s how to design one that protects the company without making directors sign taxi receipts, with an example matrix and the rules most companies forget.
How to settle employee cash advances so they don’t stay open for months
A cash advance is easy to pay out and surprisingly hard to close. Here’s how employee advances should be requested, paid and settled, with a worked example and the journal entries, and the rules that stop advances sitting open for months.
AI agents for finance teams: what to hand over, and what to keep
AI agents can now chase receipts, build month-end reports and clear routine approvals. Here’s what they do well, what should stay with people, and the guardrails a finance team needs before handing any work over.
What is 3-way matching? How to stop paying invoices you shouldn’t
3-way matching checks every supplier invoice against the purchase order and the goods receipt before anything is paid. Here’s how it works, where it breaks down, and how to run it without burying your AP team in exceptions.
What is expense management? A practical guide for finance teams
Expense management is how a company controls the money employees spend on its behalf, from the receipt in someone’s pocket to the line in the general ledger. Here’s what it covers, why it so often breaks, and what a good process looks like.