Glossary
Expenses & Payables

Accounts Payable

By: Alec Hollingsworth
Updated:  
June 2, 2025

DEFINITION:

Accounts payable are the amounts a nonprofit owes to vendors or suppliers for goods and services received but not yet paid for.
Accounts Payable (AP) refers to the outstanding bills and obligations an organization owes to its vendors or suppliers for goods and services received but not yet paid for. In nonprofit accounting, AP typically includes invoices for office supplies, utilities, consulting services, and other operational expenses. Effective management of accounts payable is essential for maintaining good relationships with vendors, ensuring accurate financial reporting, and upholding the organization’s financial integrity. Tracking AP helps nonprofits stay organized, budget appropriately, and avoid late-payment penalties, which is crucial for organizations operating on limited resources and strict budgets.

Key Takeaways

  • Represents unpaid bills owed to vendors or suppliers
  • Critical for accurate financial reporting and budgeting
  • Helps maintain strong vendor relationships
  • Needs timely management to avoid late fees

Why It Matters

Proper tracking of accounts payable ensures timely payments, vendor trust, and accurate financial statements.

Real World Example

A nonprofit organization receives an invoice for office supplies worth $800, which is due in 30 days. The invoice is recorded under accounts payable as a short-term liability. The finance team tracks the due date to ensure timely payment, which prevents late fees and maintains a good relationship with the supplier. By accurately recording and monitoring this account, the nonprofit ensures its financial statements reflect all outstanding obligations, enabling better cash flow management and reporting for audits or board meetings.

How Aplos Helps

Within Aplos, users can easily record and manage accounts payable transactions, ensuring that all outstanding bills are tracked and paid on time. The platform offers tools to categorize expenses, automate reminders for due payments, and generate reports for greater financial transparency, which is vital for nonprofit accountability.
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Frequently Asked Questions

What is the difference between accounts payable and accounts receivable?

Accounts payable are the amounts a nonprofit owes to vendors, while accounts receivable are funds owed to the nonprofit by others.

Why should nonprofits track accounts payable?

Tracking AP ensures timely payments, compliance with budgets, accurate financial statements, and maintains good vendor relationships.

How does Aplos help manage accounts payable?

Aplos allows nonprofits to log, categorize, and set reminders for bills, helping ensure all payables are managed efficiently and transparently.

Are accounts payable considered liabilities?

Yes, accounts payable are recorded as current liabilities on a nonprofit's statement of financial position.