Are Manual AP & Vendor Payments Holding You Back?
Late vendor payments, duplicate invoices, and missed discounts create unnecessary costs and strained vendor relationships.
What Is Healthcare Accounts Payable Outsourcing?
Healthcare accounts payable outsourcing is the practice of handing off invoice processing, vendor payments, expense coding, and vendor compliance management to a dedicated outside team, rather than handling these tasks with in-house facility staff. For skilled nursing and assisted living facilities, this typically covers everything from invoice receipt through final payment and 1099 reporting. LTCPro provides this service to facilities across the United States, from our headquarters in Somerset, New Jersey.
Cost of Processing
The average all-in cost to process a single paper invoice is between $12 and $30.
Data Entry Errors
Manual data entry has an average error rate of 1%, which can lead to thousands of dollars in overpayments.
See what manual AP processing is really costing you.
Get a free AP process audit and find out where the leaks are.
Streamlined Vendor Payments. Complete Control. Zero Errors.
LTCPro's AP services bring precision, control, and clarity to your vendor payment process. We streamline your entire procure-to-pay workflow, ensuring every invoice is coded correctly, approved promptly, and paid on time—so you maintain strong vendor relationships and never miss a discount again.
At LTCPro, we understand that efficient Accounts Payable (AP) management is vital for the financial health of long-term care facilities, including Skilled Nursing Facilities (SNFs) and Assisted Living Facilities (ALFs). Our comprehensive Accounts Payable Services are designed to streamline the payment process, enhance vendor relationships, and ensure compliance with financial regulations, allowing your facility to focus on delivering quality care to residents.
Effective accounts payable management is crucial in the long-term care sector, where timely payments to vendors and suppliers are essential for maintaining operations and ensuring the availability of necessary resources. By partnering with LTCPro, your facility can improve cash flow management, reduce administrative burdens, and enhance overall operational efficiency.
Our AP & GL Services Include:
- Invoice & AP Processing: We receive, code, and process all vendor invoices, ensuring proper approvals and timely payments.
- Vendor Management: We serve as the primary point of contact for your vendors, managing W-9s, payment inquiries, and all vendor communications.
- Payment Processing: We handle the complete payment cycle—from verification through reconciliation—ensuring accurate, on-time vendor payments.
- Expense Coding & Allocation: We ensure every expense is properly coded to your chart of accounts for accurate tracking and reporting.
- Vendor Compliance: We maintain vendor documentation, manage compliance requirements, and flag any discrepancies or duplicate payments before they occur.
Stop losing time to invoice chaos.
Talk to an AP specialist and see how a dedicated team handles your full payment cycle.
From Invoice Chaos to Payment Control
Free Process Audit
1 We review your current AP processes, vendor relationships, payment workflows, and identify cost-saving opportunities.
System Setup
2 We establish a streamlined, digital workflow for invoice submission, approvals, and vendor payment processing.
Full-Service AP Management
3 Our team takes over the daily and weekly AP tasks—invoice processing, vendor inquiries, and payment runs—freeing up your internal staff.
Vendor Reporting & Insights
4 You receive regular reports on vendor spending, payment history, and compliance status, giving you complete visibility into your AP operations.
Accounts Payable Services for Skilled Nursing and Assisted Living Facilities:
LTCPro offers a full suite of accounts payable services tailored specifically for long-term care facilities. Our services include:
Invoice & Payment Processing
- Invoice Processing: We manage the entire invoice processing workflow, from receipt to approval and payment. This includes verifying invoice accuracy, matching invoices with purchase orders, and ensuring timely processing to avoid late fees.
- Vendor Check Processing: Our team handles the preparation and issuance of vendor checks, ensuring that all payments are made accurately and on time. This process includes maintaining records of all transactions for transparency and accountability.
- Checks Voiding: In cases where checks need to be voided due to errors or changes in payment, we efficiently manage the voiding process and ensure that all records are updated accordingly.
- Cash Disbursements: We oversee cash disbursements to vendors, ensuring that funds are allocated appropriately and that all payments are documented for financial reporting.
Vendor & Compliance Management
- Generating 1099 Forms: LTCPro prepares and issues 1099 forms for vendors as required by IRS regulations, ensuring compliance and accurate reporting of payments made throughout the year.
- Maintaining Vendor Master: Our team maintains an up-to-date vendor master file, ensuring that all vendor information is accurate and accessible. This includes tracking vendor performance and managing relationships to optimize service delivery.
Reporting & Reconciliation
- Daily CCL Reports: We generate daily CCL reports to track and manage financial transactions, ensuring compliance with state regulations and facilitating effective financial oversight.
- Month-End Closing: We conduct month-end closing activities to ensure that all accounts payable transactions are accurately recorded and reconciled. This process is essential for maintaining accurate financial statements and supporting effective decision-making.
Benefits of Partnering with LTCPro for Accounts Payable Services:
- Improved Cash Flow Management: Our efficient processing of invoices and payments helps ensure that your facility maintains a healthy cash flow, allowing for timely procurement of necessary resources.
- Enhanced Vendor Relationships: By ensuring timely payments, we help foster positive relationships with vendors, which can lead to better service and pricing.
- Reduced Administrative Burden: Outsourcing accounts payable services allows your staff to focus on resident care and other essential tasks, improving overall productivity.
- Increased Compliance: Our expertise in financial regulations ensures that your facility remains compliant with all relevant laws, reducing the risk of penalties and audits.
Here's What Our Long Term Care Customers Say
Accounts Payable Reports and Analytics:
- Vendor Activity Report: Detailed records of transactions with each vendor, including payments made and outstanding balances.
- Check Register: A comprehensive log of all checks issued, providing transparency and accountability in financial transactions.
- Invoice Aging Report: Analysis of outstanding invoices, helping identify overdue payments and manage cash flow effectively.
- Check Details Report: Detailed information on each check issued, including amounts, dates, and vendor information.
- Month-End and Year-End Report: Comprehensive reports summarizing accounts payable activities for month-end and year-end financial reporting.
In-House vs. Outsourced AP: Which Is Right for Your Facility?
Many facilities handle AP with existing office staff, but as invoice volume grows, that often means slower approvals and more missed discounts, not less.
Not sure which model fits your facility?
Book a free, no-obligation consultation and we’ll walk through your current setup together.
Frequently Asked Questions About Healthcare Accounts Payable Outsourcing
Do skilled nursing facilities need to send 1099 forms to vendors?
Yes. Skilled nursing and long-term care facilities are generally required to issue 1099 forms to applicable vendors, such as contract therapists, ambulance services, and other service providers paid outside of standard product purchases. Tracking which vendors qualify and filing each year accurately is one of the most common compliance gaps in manually managed AP.
What is a healthy Days Payable Outstanding for a long-term care facility?
Many long-term care facilities target 60 to 75 days payable outstanding, aligning vendor payments with reimbursement cycles to protect cash flow without straining vendor relationships. Paying too quickly can unnecessarily tie up cash, while paying too slowly risks vendor trust and late fees.
Is outsourcing AP secure, or does it increase fraud risk?
Outsourced AP, when structured correctly, typically reduces fraud risk rather than increasing it. A dedicated AP partner enforces segregation of duties, so the person coding an invoice is never the same person approving or issuing payment, which is a control many understaffed in-house teams struggle to maintain consistently.
How is AP outsourcing different from AP automation software?
AP automation software still requires your staff to manage exceptions, approvals, and vendor communication. Outsourced AP replaces that internal workload entirely with a dedicated team handling the full process, while still giving you visibility through regular reporting.
Does LTCPro support vendor payments across different states?
Yes. LTCPro processes vendor payments and 1099 filings for facilities nationwide, regardless of which state your vendors or bank accounts are located in.
Does outsourcing AP mean losing control over vendor payments?
No. You retain final approval authority and full visibility through monthly vendor, aging, and check reports. Outsourcing shifts the manual processing workload off your staff, not decision-making authority away from your facility.
Ready to Take Control of Your AP Process?
Get a free AP process audit and see exactly where late fees, missed discounts, and duplicate payments are costing you, before you commit to anything.