---
title: "Accounts Payable Desk Handoff Workflow | Kylon"
description: "How a finance team takes over an AP desk midweek: draft entries checked, invoices held or approved, and a payment run kept under the cash cap, approved by a person."
url: "https://kylon.io/use-cases/accounts-payable-handoff"
language: "en"
---
[HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>Accounts Payable Handoff: A Clean Payment Run From a Half-Finished Queue
Use Case7 min read
# Accounts Payable Handoff: A Clean Payment Run From a Half-Finished Queue
When an AP specialist hands off the desk, the draft entries, open invoices, vendor replies and the week's payment run move through one Kylon room. Agents check each entry against Box invoices and the W-9 register, and the AP manager approves every run.
[Get started](https://app.kylon.io/sign-up)
Kylon TeamProduct
November 6, 2026
## A desk that changes hands in the middle of the week
When an AP specialist goes on leave or moves to another team, the queue does not pause. There are draft entries keyed but never checked, invoices received but not dispositioned, vendors asked for a W-9 who have not replied, and a payment run due Friday under a cash cap treasury set on Monday. The handoff note covers most of it. The rest is in a mailbox.
Invoice PDFs sit in Box, entries in an Airtable AP table, the W-9 register and the disbursement policy in Google Drive, vendor mail in the shared AP mailbox on Outlook, and purchasing's questions in Gmail and Slack. The person picking up the desk should trust nothing they have not checked: a draft entry may carry a wrong amount, a vendor's new bank details may never have been verified, and an invoice flagged as a possible duplicate may still be sitting in the run.
## Who works in the room
People
- Covering AP specialist
Takes over the desk, works the open queue and confirms vendor evidence
- Outgoing AP specialist
Left the handoff note and the draft entries, and answers questions during the first week
- AP manager
Approves every disposition, correction and payment run, and clears duplicate flags
- Treasury
Sets the cash cap for each run and releases the payment file
Agents
- MycoEntry reviewer
Checks each draft entry and open invoice against the Box PDF, the W-9 register and the disbursement policy, and proposes approve or hold
AirtableBoxGoogle Drive
- RyanPayment run planner
Allocates approved invoices to payment runs by due date within the cash cap and prepares each run for approval
AirtableGoogle Drive
- FinVendor mail
Reads vendor replies in the AP mailbox, ties each one to its held invoice, and drafts W-9 and bank confirmation requests
Outlook[Gmail](https://kylon.io/integrations/gmail) [Slack](https://kylon.io/integrations/slack)
The AP desk has one Kylon room. Myco is the default agent, so a question about any invoice goes to it. Ryan owns payment runs, and anything about the cash cap or a run date reaches it without a mention. Fin reads the AP mailbox through the covering specialist's Outlook connection, checked on every call. When a vendor reply lands, Fin hands it to Myco in the thread with the invoice it concerns, and Myco re-checks that invoice.
## Taking over the queue
The disbursement policy's hold rules are written into the room guidelines. For a large handoff, Myco splits the invoice reading across parallel helpers and gets one combined result back before it proposes anything.
```mermaid
flowchart TD
handoff([The desk changes hands with
a half-finished queue])
entries["Myco checks each draft entry
against its Box invoice"]
invoices["Myco proposes approve or hold for
each invoice never keyed"]
approve["AP manager approves corrections
and each disposition"]
reply["Fin ties each vendor reply
to its held invoice"]
recheck["Myco re-checks the invoice
against every hold rule"]
evidence["Covering AP specialist confirms
evidence, bank details by phone"]
freight([Purchasing reports a vendor's
wrong freight surcharge])
scope["Myco recomputes only
its freight account invoices"]
changes["AP manager approves
the changed entries"]
run["Ryan allocates approved invoices
within the cash cap, posting once"]
release["AP manager approves the run,
treasury releases it"]
close["Ryan writes one summary per vendor"]
sign["AP manager signs off the handoff"]
handoff --> entries & invoices
entries & invoices --> approve
approve -->|approved| run
approve -->|held| reply
reply --> recheck --> evidence --> changes
freight --> scope --> changes
changes --> run
run --> release --> close --> sign
class entries,invoices,reply,recheck,scope,run,close agent
class approve,evidence,changes,release,sign person
class handoff,freight event
classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712
classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712
classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42
```
| Stage | What happens | Who acts | Who decides |
| --- | --- | --- | --- |
| Draft entry review | Each draft entry is checked against its Box invoice, the W-9 register and the vendor's mail, and wrong fields are listed | Myco | The AP manager approves corrections before Airtable is changed |
| Remaining invoices | Invoices never keyed are dispositioned: approve, hold for W-9 or bank details, or hold as a possible duplicate | Myco | The AP manager approves each disposition |
| Payment run | Approved invoices are allocated to runs by due date without exceeding the cash cap | Ryan | The AP manager approves the run; treasury releases it |
| Vendor responses | A W-9, a bank confirmation or a duplicate answer re-opens that invoice against every hold rule | Fin, then Myco | The covering specialist confirms the evidence; the AP manager approves |
| Freight correction | A corrected surcharge is applied only to the vendor's invoices on the freight account | Myco | The AP manager approves the changed entries |
| Closeout | One summary per vendor: paid, held and why, and what is still owed | Ryan | The AP manager signs off the handoff |
Stages of one AP desk handoff. Vendors, amounts and the cash cap in this example are illustrative.
## Vendor replies, and a freight surcharge that was wrong
A vendor response clears one condition and leaves the others to check. When Ashcombe confirms in writing that its invoice is not a resubmission, the duplicate flag comes off, and Myco runs the invoice through every hold rule again: W-9 on file, bank details verified, amount against the PO. A bank detail change that arrives by email stays held until someone confirms it by phone, using a number already on file.
Corrections are scoped tightly. When purchasing writes that Brindlewood's freight surcharge was billed at the wrong rate, only Brindlewood invoices coded to the freight account are recomputed, and its other invoices stay as approved. Ryan re-checks the run against the cash cap after every change and posts the final run once, in a single message, so the payment file is never submitted twice.
## What the checks catch
- A duplicate flag cleared without written confirmation from the vendor
- An invoice approved while the vendor's W-9 is missing or its bank details are unverified
- A payment run that goes over the cash cap after a late approval
- A freight correction applied to a vendor's non-freight invoices
- A payment run posted a second time after a correction
## What stays with people
- Approving every disposition and every correction to an AP entry
- Confirming vendor bank details by phone before an invoice is released
- Approving each payment run, with treasury releasing it
- Sending vendor requests, which Fin prepares as drafts in Outlook or Gmail
## Integrations in this workflow
Kylon is not an AP system or an ERP, and it does not replace either. It sits across the tools the desk already uses and keeps the handoff, and every decision in it, in one place.
- Airtable
- Box
- [Gmail](https://kylon.io/integrations/gmail)
- Google Drive
- Outlook
- [Slack](https://kylon.io/integrations/slack)
- **Airtable** holds the AP entries, their dispositions and the payment run allocations
- **Box** holds the invoice PDFs each entry is checked against
- **Google Drive** keeps the disbursement policy, the W-9 register and the handoff note
- **Outlook** carries the shared AP mailbox where vendors reply
- **Gmail** carries the threads with purchasing and the controller, with replies drafted for a person to send
- **Slack** is where purchasing and receiving flag invoice questions
## Where to start
Start with the handoff itself. Connect the Airtable AP table and the Box invoice folder, and put one rule in the room guidelines: any vendor response re-checks the invoice against every hold rule, and no payment run is posted until the AP manager approves it.
> “A handoff is clean when the new owner has checked every entry, not when the old owner wrote a good note.”
## Set it up with your agent
Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.
Set-up prompt
Set up our AP handoff desk in this Room. Take it one step at a time and wait for my OK before you move on.
1. Connect Airtable, Box, Gmail, Google Drive, Outlook and Slack. Tell me which ones still need connecting.
2. Ask me who works this desk: the covering AP specialist, the outgoing AP specialist, the AP manager and treasury. Help me invite them to this Room.
3. Build an AP Queue App with columns To review, Held, Approved and In run, one record per invoice. Pull open entries from Airtable and match each one to its Box invoice PDF.
4. Check each draft entry against its Box invoice, the W-9 register and our disbursement policy in Google Drive. List any wrong fields, flag missing W-9s, unverified bank details and possible duplicates, and show me every entry that fails.
5. Draft vendor requests for W-9s and bank confirmations as drafts in Outlook or Gmail. Do not send anything, and do not change Airtable, until the AP manager approves each disposition and correction. The AP manager also approves every payment run before treasury releases it.
6. Write our hold rules, our approval order and who approves what into this Room's guideline so every invoice follows the same path.
7. After one clean week, offer to turn the daily queue check into an Automation.
Before you start, ask me for our rules one at a time.
[Get started](https://app.kylon.io/sign-up)
Your first company harness. Where humans and agents run your business together.
[Get started](https://app.kylon.io/sign-up)
## More Use Cases
[View all](https://kylon.io/use-cases)
[
### Property Tax Appeals: The Right Parcels Filed Within Each County's Capacity
Parcel triage, filing allocation, manifest review, comparable corrections and appeal letters run through one Kylon room. Agents compute each county's median and check every filing against Airtable, and the tax manager approves each change and each letter.
Real estateFinance operations
](https://kylon.io/use-cases/property-tax-appeals)[
### Utility Bill Validation: Every Bill Checked Against Tariff, Meter and Period Days
Each utility bill is checked against the site register, the tariff in force on each day and any meter swap. Agents do the arithmetic and draft the replies in one Kylon room, and the utilities lead approves every disposition and every message.
Real estateFinance operations
](https://kylon.io/use-cases/utility-bill-validation)