Finance / Free editable template

Accounts payable process flowchart template

An accounts payable flowchart shows how a supplier invoice becomes a payment and who touches it on the way. This example runs across supplier, AP clerk, budget holder and treasury lanes, with a three-way match against the purchase order and goods receipt, a query loop for mismatches and the controls that stop duplicate or fraudulent payments.

This is a planning example, not financial, accounting, tax or legal advice. Check your own policies, auditors and local rules.

Use this template →See the example ↓

No account needed · Opens as your own editable page

Preview the accounts payable process flowchart

View full-size preview ↗
Accounts payable process flowchart example showing supplier, ap, budget holder and treasury lanes, three-way match with a query loop, key ap controls and measures
Everything in this example is editable. Replace the labels, move the shapes and adapt the layout to your work.

How to use this template

  1. Map how invoices arrive

    Start with the real routes in: email inbox, supplier portal, post. Each one needs a way to be logged so nothing sits in someone's inbox.

  2. Draw the match and approval

    Show what happens when the invoice, purchase order and goods receipt do not agree, and who approves spend without a PO. These exceptions take most of the team's time.

  3. Add the controls

    List the checks that protect the payment run, such as duplicate detection and verifying bank detail changes by phone. Note who owns each one.

Questions about this template

What does the query loop on this flowchart show?

It is the route an invoice takes when the three-way match fails. AP queries it with the supplier or budget holder and it returns to the match once fixed.

Do I need an account to use it?

No. Open the template and edit it in your browser. Your work saves on this device. An account is optional if you want to sync your workspace.

Can I export the finished diagram?

Yes. Use Export in the editor to save a PNG, SVG or PDF, or download an editable .epicdraw backup.

More Finance templates →