Executive - Finance Payables

Role Clarity Document | Finance Executive – Payables

Finance Excellence

Manager – Finance Payables

Role Definition

The Finance Executive – Payables is responsible for timely and accurate processing of purchase invoices, compliance documentation, utility and petty cash payments, bank reconciliations, and systematic document management. This role plays a critical operational function in ensuring seamless daily finance operations, audit readiness, and error-free execution of disbursement workflows.

Key Deliverables

Accurate and Timely Purchase Invoice Processing

Statutory and TDS Compliance Support

Utility, Credit Card, and Petty Cash Payment Execution

Accurate and Timely Bank Reconciliation

Robust Document Management and Digital Recordkeeping

Tasks & Activities

Purchase Invoice Processing

• Receive, verify, and validate purchase orders and invoices from team, and vendors.
• Ensure entries into Tally are completed within 24 hours of receipt with correct mapping to cost centers, tax codes, and PO references.
• Cross-check GRN entries from LIMS against physical invoice copies and confirm service delivery before processing.
• Escalate discrepancies to the SCM/Operations team for immediate resolution.

Statutory Compliance (including TDS)

• Tag applicable invoices with correct TDS categories and support TDS deduction at source while booking in Tally.
• Maintain voucher-wise documentation for audit trails and ensure completeness in records for GST, TDS, and expense heads.
• Assist the Manager in preparing compliance files for internal audits, statutory returns, and TDS validations.
• Track compliance checklist and calendar for recurring monthly requirements.

Petty Cash, Credit Card & Utility Bill Payment

• Monitor, process, and reconcile utility bills (electricity, internet, rent, etc.) for all centers as per due dates.
• Maintain branch-wise petty cash registers, verify physical receipts, and enter transactions into Tally.
• Coordinate approvals for credit card expenses, book entries in the system, and reconcile usage limits.
• Ensure zero late fees and adherence to payment SLAs.

Bank Reconciliation

• Reconcile all bank transactions weekly for assigned accounts, mapping receipts, payments, charges, and interest entries.
• Identify mismatches or unreconciled transactions and resolve in coordination with the bank and concerned teams.
• Maintain reconciliation sheets with date-wise logs for audit visibility.

Document & Storage Management

• Digitize and store all vendor, utility, and employee reimbursement documents under mapped folders in the finance system.
• Maintain a physical documentation index and ensure 100% alignment between system and file room.
• Tag and label files for easy retrieval during audits or query resolution.

Success Metrics

• % Purchase Invoices processed within 24 hrs
• 100% Statutory Compliance accuracy (Audit-ready)
• 100% Zero Late Fee of Utility, Petty Cash & Credit Card Payments on time
• 100% Bank Accounts Reconciled on Time (Monthly)
100% document readiness and retrieval accuracy

ASK Framework | Finance Executive – Payables

Skills

– Capable of reading, validating, and recording purchase orders and vendor invoices with minimal errors.

– Skilled in entering transactions into Tally with correct tax coding, and using Excel for reconciliation, reporting, and audit summaries.

– Manages petty cash, card payments, and utility bills within defined cut-off times.

– Tracks, verifies, and logs bank transactions against books for 100% alignment.

– Able to create logical file structures and ensure complete traceability for every transaction.

Knowledge

– Knowledge of applicable thresholds, codes, and implications on invoice booking.

Understanding of internal approvals, reimbursement rules, and credit card usage protocols.

– Command over voucher types, ledger creation, GST tagging, and reconciliation modules.

– Understanding of document readiness, consistency checks, and audit queries.

Traits

– Ensures every payment entry, deduction, and approval is accurate and documented.

– Available for urgent closures, clear in communication, and proactive in problem-solving.

– Keeps all physical and digital documentation up to date and logically structured.

Self-Image

– Ensures vendors and employees are paid transparently and on time

– Sees self as a frontline executor of audit and tax standards

– Understands the impact of payables on vendor relations, internal harmony, and brand equity

Motives

– Feels personally responsible for avoiding legal, tax, or vendor risks by ensuring timely compliance and audit preparedness.

– Motivated by enabling others to function without disruptions—be it vendors, employees, or leadership—through flawless payables management.