Senior AP Specialist

Keyloop bridges the gap between dealers, manufacturers, technology suppliers and car buyers. We empower car dealers and manufacturers to fully embrace digital transformation. How? By creating innovative technology that makes selling cars better for our customers, and buying and owning cars better for theirs.   We use cutting-edge technology to link our clients’ systems, departments and sites. We provide an open technology platform that’s shaping the industry for the future. We use data to help clients become more efficient, increase profitability and give more customers an amazing experience. Want to be part of it?    

Role Purpose :   This role bridges Keyloop's current hands-on AP operation and its AI-assisted future state. In the near term -while the business completes its ERP migration from Business Central to NetSuite and brings Payflows fully into production -the role carries meaningful manual processing responsibilities across multiple entities and ERPs. As OCR and the AI agent absorb routine invoice volume, the center of gravity shifts towards exception management, AI supervision, vendor escalation, and continuous process improvement.   The right candidate is a strong, experienced AP practitioner who is equally comfortable processing a complex multi-entity invoice queue today and interrogating an AI agent's decision log tomorrow. NetSuite proficiency is essential; Business Central familiarity is a practical asset for the transition period.

Role Responsibilities : Invoice Processing & BAU :

Process complex, multi-entity vendor invoices end-to-end across Business Central and NetSuite: GL coding, entity allocation, approval routing, intercompany transactions, and corporate purchase card reconciliation.

Manage the full AP lifecycle for assigned entities: invoice receipt, two- and three-way matching, exception resolution, payment proposal preparation, and remittance confirmation.

Act as primary escalation point for invoice exceptions -price variances, missing POs, unrecognized vendors, intercompany mismatches -resolving independently or via appropriate approval channels.

Process T&E claims via Concur or equivalent; support entity-specific AP flows including ATG/Canada; assist with reconciliations across the AP system, ERP, and bank statements.

Support training and day-to-day guidance of junior AP Specialists on ERP processes and entity-specific requirements.

Exception Management & AI Supervision :

Own resolution of AP exceptions that Payflows and the AI agent cannot auto-process: low-confidence matches, missing or invalid POs, price and quantity variances outside tolerance, and intercompany coding judgements.

Investigate root causes of recurring exceptions; propose process or configuration changes -working with the AP Team Lead and Payflows platform owner -to prevent recurrence and drive the touchless rate higher.

Review and spot-check AI agent decisions for accuracy and policy compliance; identify failure patterns by supplier, entity, or expense type; feed corrections back into automation rules.

Act as NetSuite and Payflows AP super-user: support user acceptance testing during system upgrades, configuration changes, and new entity onboarding.

Vendor Management, Reporting & Compliance:

Escalation point for vendor cases the self-service portal cannot resolve complex onboarding queries, payment-status disputes, banking detail changes, and compliance flags.

Support the vendor portal adoption program: identify high-friction vendors, drive onboarding of the long-tail supplier base to self-service, and feed adoption data into the AP improvement plan.

Lead monthly reconciliations of major vendor accounts; prepare and own accrual and prepayment schedules; collaborate with GL at month-end to confirm purchase ledger balances.

Contribute to month-end AP reporting and KPI tracking -touchless rate, cost per invoice, exception rate, cycle time -and surface specific improvement opportunities.

Ensure compliance with AP policies, financial controls, and applicable regulatory requirements; support internal and external audit with AP documentation, reconciliations, and system evidence.

Skills & Experience : Essential :

Experience in Accounts Payable within a multi-entity, international finance environment, with demonstrated experience handling complex exceptions, intercompany cases, or judgement-led AP work

Proven proficiency in the NetSuite AP module: invoice processing, vendor management, GL coding, payment runs, month-end close, and reporting

Deep working knowledge of end-to-end AP processes: PO-matched and non-PO invoice processing, two- and three-way matching, exception handling, payment proposals, intercompany, accruals, and reconciliations

Strong judgement under ambiguity - able to investigate and resolve cases where automated logic produced an incorrect or low-confidence result; comfortable working alongside AI-driven workflows and able to identify when the system has made the wrong call

Excellent written and verbal English; professional in all vendor and internal stakeholder communication, including in dispute or escalation scenarios.

High attention to detail and accuracy, with ability to maintain quality at volume - in both manual processing and review of automated outputs.

Strong Microsoft Excel and ERP reporting skills; able to extract, manipulate, and analyze data to identify patterns and improvement opportunities.

Ability to lead by example, coach junior team members, and work effectively across time zones in a shared services environment.

Preferred / Advantageous :

Hands-on experience with an integrated AP automation platform with AI-driven exception handling -e.g. Payflows, Coupa, HighRadius, Basware, Medius, or equivalent. Comfort with agentic AP workflows is a strong plus.

Microsoft Business Central familiarity -a practical advantage during ERP migration

Familiarity with Concur or equivalent T&E platform.

Why join us? We’re on a journey to become market leaders in our space – and with that comes some incredible opportunities. Collaborate and learn from industry experts from all over the globe. Work with game-changing products and services. Get the training and support you need to try new things, adapt to quick changes and explore different paths. Join Keyloop and progress your career, your way.   An inclusive environment to thrive We’re committed to fostering an inclusive work environment. One that respects all dimensions of diversity.  We promote an inclusive culture within our business, and we celebrate different employees and lifestyles – not just on key days, but every day.   Be rewarded for your efforts We believe people should be paid based on their performance so our pay and benefits reflect this and are designed to attract the very best talent. We encourage everyone in our organisation to explore opportunities which enable them to grow their career through investment in their development but equally by working in a culture which fosters support and unbridled collaboration.   Keyloop doesn’t require academic qualifications for this position. We select based on experience and potential, not credentials.   We are also an equal opportunity employer committed to building a diverse and inclusive workforce.  We value diversity and encourage candidates of all backgrounds to apply.   "At Keyloop, AI is a daily ally: We encourage and train every employee to use our AI tools to boost their creativity and productivity."