The Strangest Things People Have Submitted on Expense Reports

The Strangest Things People Have Submitted on Expense Reports

Even seasoned AP professionals can’t help but shake their heads when strange items show up on expense reports. Below are a few stories—including real examples—from both our own desks and broader industry reports.

Head-Scratching Reimbursements We’ve Seen

1. Ripped Pants Emergency 
   An employee submitted a $200 reimbursement for pants ripped while getting out of a NYC taxi—right before a big client meeting. That’s one pricey wardrobe malfunction!

2. Two Seats, One Traveler
   Another employee booked two airline seats for the same flight—because they needed the extra space. In an awkward conversation, the airline confirmed it was required for comfort, and the extra ticket was indeed billed.

💸 Top 10 Most Unusual Expenses (via AccountingToday)

Based on Oversight Systems data, here are some of the most outrageous expense claims reported:

• A sports bra and yoga class submitted as a “client gift”
• $99,000 worth of discounted Lenovo laptops — purchased to resell for profit
• Eyelash extensions billed as a business necessity
• Personal catering, car rentals, and bulk office supplies — all under one employee
• A “survivalist” stocking up on doomsday prep books

😱 Even More Wild Submissions from CFOs:

According to a survey of finance leaders, other shocking expense claims included:

• Flat-screen TVs, rental homes, luxury vacations, and cosmetic surgery
• Doggie day spas, toilet paper, and even dance classes
• And perhaps the boldest: a welder... and someone else’s salary

👀 What Have You Seen? AP pros, your stories are the best:

• What’s the most outrageous thing you've processed?
• Did you ever approve something that made you question your sanity?
• Or did a bizarre claim slip through the cracks before you caught it?

Share your stories in the comments—anonymously preferably—and let’s have a good laugh (or cringe) together.

💡 Support Our Community:
Help us keep the AP Professionals Group thriving by checking out our sponsor below!

---

Robert Ruhno Director Accounts Payable Professionals Group

💼 LinkedIn Group 🐦 X (formerly Twitter) 📘 Facebook Group

Let's look at 1099 Filing Websites

Which 1099 Filing Websites Show When Your Forms Were Accepted by the IRS and the States?

If you're new to accounting or just getting started in a finance role, you might be surprised at how big of a deal it is to send out 1099 forms each year. These forms are how businesses report payments made to contractors or vendors—not employees—to the IRS and state tax agencies.

But here’s the part that gets stressful: once you hit “submit” on those forms, how do you know the IRS or your state actually accepted them?

“Can anyone recommend a good website for 1099 filing like eFile4Biz but would have reporting to show date/time of state & federal acceptance?” – Beck N.

In this blog, I’ll walk you through four websites that not only help you file 1099s online, but also let you track exactly when your filings are accepted. That’s super helpful if you ever need to prove you submitted them on time.

Why Does It Matter When the Forms Are Accepted?

If you’re in accounting, just sending the 1099s isn’t enough. You need to make sure the forms were:

• Actually received by the IRS and state agencies
• Accepted without errors or rejections
• Delivered to the people you paid (called recipients)

Some sites only confirm that you submitted the form. But the sites below go a step further by telling you when the IRS and states accepted it—which is key if there’s ever a compliance audit.

Four 1099 Filing Sites That Give You Timestamped Acceptance

✅ Tax1099

Website: tax1099.com

• Shows the exact time your form is accepted by the IRS or the state
• Matches Taxpayer ID Numbers (TIN) to avoid errors
• Works with tools like QuickBooks and Xero

What people are saying:

• “I used Tax1099 for the first time last year… There is a bit of a learning curve but I got the job done.” (Reddit)
• “Tax1099 has messed up too many things for me to trust them anymore…” (Reddit)
• “It was easy to use and great customer service.” (Capterra)

✅ Track1099 (by Avalara)

Website: track1099.com

• Shows the time your 1099 was accepted by the IRS and states
• Tracks whether the contractor received the form by email
• Collects W-9 forms securely

What users say:

• “The easy format and helpful suggestions make it easy to file 1099s…” (G2)
• “Easy setup, reasonable cost, synced quickly with Xero…” (Xero App Store)

✅ 1099 Pro

Website: 1099pro.com

• Real-time acceptance status
• Bulk uploads and corrections
• Designed for large-scale companies

What users say:

• “Straightforward product that expedites 1099 filings…” (Capterra)
• “Affordable and quick… UI could use some modernization.”

✅ Yearli by Greatland

Website: yearli.com

• Tracks state and federal form status
• Prints and mails 1099s for you
• Easy templates for entering data

What About eFile4Biz?

Beck’s original question mentioned eFile4Biz. It’s a decent tool for basic filing, but it doesn’t give you the same level of detail about when your forms are accepted. If you need that level of reporting, one of the four options above would be a better fit.

Summary: What Real People Think

Tool	What Users Like	What They Don’t Like
Tax1099	Great support, IRS/state timestamping	Buggy near deadlines, unclear status for some users
Track1099	Simple to use, good support, Xero integration	Some cost concerns
1099 Pro	High-volume friendly, very customizable	Outdated interface
Yearli	Easy to learn, good for small businesses	Less suited for big teams

Final Thoughts

If you're just getting into accounting, this might feel like a lot. But the main thing to remember is this:

Not all 1099 websites are created equal. If you want to stay compliant and sleep better during audit season, pick one that tells you exactly when the IRS and your state accepted each form.

Try out a free demo if you can—and always download your acceptance records!

---

💡 Support Our Community:
Help us keep the AP Professionals Group thriving by checking out our sponsor below!

---

Robert Ruhno Director Accounts Payable Professionals Group

💼 LinkedIn Group 🐦 X (formerly Twitter) 📘 Facebook Group

Typing Toward Trouble? AP & Carpal Tunnel

Is Your Desk Job Hurting You? Carpal Tunnel Syndrome in Accounts Payable

Many years ago, at the start of my career in Accounts Payable, I remember having an ache in my hands and wrists that I now recognize may have been early signs of Carpal Tunnel Syndrome.

Back then, everything was paper-based. There was no automation, no scanning — just stacks and stacks of invoices. I was typing in the details for up to 200 invoices a day. The repetitive motion of entering invoice numbers, dates, amounts, and vendor codes, all while flipping through paper and filing documents, took a physical toll. Somehow I was lucky and it never developed into anything serious or permanent.

Recently, I spoke with a friend who works in AP and she mentioned feeling numbness and tingling in her fingers. She’s still dealing with loads of mail, paper statements, and manual filing. It hit me that, even with all the technology we now have, many AP professionals are still exposed to the same repetitive stress risks I experienced early on.

What Is Carpal Tunnel Syndrome?

Carpal Tunnel Syndrome (CTS) is caused by pressure on the median nerve, which runs through the wrist. This pressure can come from repetitive hand and wrist movements, often leading to:

• Tingling or numbness in the thumb, index, and middle fingers
• Wrist pain, especially at night
• A weakened grip or tendency to drop objects

It’s incredibly common among office workers — and even more so for people in roles like ours that involve repetitive tasks all day.

Why AP Professionals Are Especially At Risk

While we often focus on accuracy, compliance, and deadlines, we don’t always pay attention to the physical demands of the job. Think about a typical AP day:

• Opening dozens of envelopes
• Sorting and filing statements
• Flipping through long vendor histories or invoice packets
• Keying in payment data for hours on end

Even small, repeated movements can cause strain over time — especially if your workstation isn’t ergonomically set up.

Tips to Reduce Risk and Protect Your Hands

• Take short breaks every hour — Just 2–3 minutes to stretch your fingers, shake out your wrists, or stand up can go a long way.
• Use keyboard shortcuts and templates to reduce keystrokes where possible.
• Invest in ergonomic tools — A supportive mouse, keyboard wrist rest, and a proper chair can make a big difference.
• Digitize what you can — Tools like OCR, automated workflows, and vendor portals can reduce the need for manual data entry.
• Stretch regularly — Simple hand and wrist stretches during lunch or at your desk can help keep nerves and muscles healthy.

What About Legal Rights and Workers’ Comp?

Carpal Tunnel Syndrome is a recognized repetitive strain injury (RSI) and is often covered by workers’ compensation laws.

You Can File for Workers’ Compensation

If your job duties significantly contribute to CTS, you may be entitled to:

• Medical treatment
• Wage replacement if you're unable to work
• Possible compensation for permanent limitations

You don’t have to prove employer negligence — just that your job was a factor. But report symptoms early and follow your company's procedures.

Suing Your Employer? Rarely a Good Idea

In most states, workers’ comp is your only remedy. Trying to sue your employer may:

• Disqualify you from workers’ comp
• Drag you into a lengthy and expensive legal process
• Require substantial proof that your employer was intentionally negligent

Smart Next Steps

• Document symptoms and report them to HR
• Request an ergonomic evaluation or light-duty adjustment
• See a doctor and follow medical guidance
• Consult a workers' comp attorney if your claim is denied or mishandled

Protecting your health and your rights doesn’t require a legal battle — but it does require action.

Final Thoughts

AP professionals are some of the hardest-working, detail-oriented people I know. We often pride ourselves on pushing through discomfort to get the job done. But pain isn't a badge of honor — it's a warning.

Take care of your hands — they’re one of your most important tools. And don’t be afraid to advocate for yourself, both physically and professionally.

---

Robert Ruhno

Director
Accounts Payable Professionals Group

That Invoice Is How Old? (2025 Edition)

Have you ever picked up the phone, only to hear a vendor asking about payment on an invoice that's over a year old? You pause and think, "Who waits a year before following up?" But in the world of Accounts Payable, it happens more often than we'd like to admit.

Here are some of the top reasons we still see aging invoices turn into sudden payment requests:

1. The invoice was never properly submitted to AP.
In many cases, the invoice was sent to the purchaser instead of the centralized AP inbox—and never forwarded. Some organizations still lack the internal controls to ensure invoices reach AP on time.

2. Missing or incomplete documentation.
Vendors fail to include vital contact information or don't send a completed W-9 form. No W-9 = no payment.

3. Outdated vendor information.
"We mailed it to your old address." Sound familiar? AP teams move, but vendors don’t always get the memo.

4. Lack of follow-up.
Sometimes, vendors assume that sending the invoice once is enough. If it disappears into the void, they may not notice until their year-end reconciliation.

But let’s not pretend AP is always perfect either. This is where technology, clear processes, and communication come in.

Getting Started with D365 for Accounts Payable Professionals

As more companies transition to cloud-based ERP systems, Microsoft Dynamics 365 (D365) is becoming a go-to solution for finance teams. If you’re working in Accounts Payable (AP), learning how to navigate D365 can greatly enhance your productivity and career growth.

Why This Guide?

Recently, a member of our Accounts Payable Professionals Facebook Group asked:

“Anyone work in D365? Looking for some training in the AP module. TIA.”

That simple question inspired us to create this guide for Accounts Payable professionals who are either new to Microsoft Dynamics 365 or want to sharpen their skills in the AP module.

Disclosure: This post may contain affiliate links, which means we may earn a commission if you click through and make a purchase—at no additional cost to you.

What Is Microsoft Dynamics 365?

Microsoft Dynamics 365 is an integrated suite of business applications that combines ERP and CRM functionality. For AP teams, D365 provides tools to manage vendor invoices, process payments, and maintain vendor data efficiently, all within a centralized, cloud-based platform.

Key Features for AP Professionals

Here are some of the most valuable features D365 offers to AP users:

• Invoice Processing: Upload and match invoices with purchase orders (PO) and receipts.

• Vendor Management: Store vendor contact info, bank details, tax information, and contract data.

• Workflow Automation: Use built-in workflows for invoice approvals, escalations, and exceptions.

• Payment Runs: Generate and approve scheduled payments via checks, ACH, or wire.

• Reporting: Access real-time reports on payables, aging, and payment status.

How to Learn D365 for AP

There are several resources to help you start learning:

✅ Microsoft Learn
Microsoft’s official learning hub offers free modules like "Introduction to Dynamics 365 Finance."

✅ LinkedIn Learning & Coursera
Both platforms offer paid and free courses on D365 Finance and Operations. Start learning Microsoft Dynamics 365 on Coursera.

✅ YouTube Tutorials
Search for terms like "D365 Accounts Payable demo" or "Dynamics 365 invoice process."

✅ Community Forums
Join forums like Dynamics User Group or the Microsoft Tech Community to ask questions and share insights.

First Steps Inside D365

If you're new to using the system, here’s a simple walkthrough:

1. Log in via your organization’s credentials

2. Navigate to the Accounts Payable module

3. Explore sections like Vendors, Invoices, and Payment Journals

4. Run basic reports like Vendor Transactions and AP Aging

Common Transactions to Learn

• Enter vendor invoice (vendor invoice journal)

• Process PO invoice matching (three-way match)

• Run vendor payments (payment proposal, journal posting)

Final Thoughts

Understanding how to use D365 can help streamline AP tasks and make you a valuable team member in any finance department. Whether you're brand new or transitioning from another ERP, start small, practice often, and take advantage of community knowledge.

Want more AP-focused D365 content? Let us know in the comments or via our LinkedIn Group!

Getting Started with SAP for Accounts Payable Professionals

Recently, one of our Accounts Payable Professionals Group members asked a great question: Where can I learn more about Accounts Payable software, especially SAP? To help her and others with similar interests, I’ve put together this quick guide to help you get started.

Disclosure: This post may contain affiliate links, which means we may earn a commission if you click through and make a purchase—at no additional cost to you.

What Is SAP?

SAP (Systems, Applications, and Products) is one of the world’s leading enterprise resource planning (ERP) systems. For Accounts Payable (AP) teams, SAP offers tools to manage invoice processing, payments, vendor management, reporting, and compliance, all within one integrated system.

Where Can You Learn About SAP for AP?

Here are some valuable resources you can explore:

✅ SAP Official Website
Visit sap.com and look for the "Finance" or "Accounts Payable" sections. They offer product overviews, demos, and white papers that explain how their solutions work.

✅ SAP YouTube Channel
SAP’s official YouTube channel has video demos and tutorials that cover various AP processes. Search for "SAP Accounts Payable demo" or "SAP invoice management."

✅ LinkedIn Learning & Coursera

LinkedIn Learning

Coursera’s Career Academy - Bookkeeper

Platforms like these offer beginner-friendly SAP training courses, including AP modules. These often include video walkthroughs and quizzes.

✅ SAP Community
Join the SAP Community to connect with other users, ask questions, and read blog posts written by SAP experts and practitioners.

✅ Third-Party Blogs & Resources
Websites like SearchSAP (TechTarget) and SAPInsider frequently publish articles, best practices, and case studies related to AP and finance processes within SAP.

Key Skills to Focus On

When starting your SAP AP journey, focus on learning:

• Invoice Processing (MIRO, MIR7 transactions)

• Vendor Master Data Management

• Payment Processing (F110, F-53 transactions)

• Reporting and Audit Tools

• Integrations with tax and compliance systems

Final Thoughts

Learning SAP can open doors to new career opportunities and help you better understand how large companies manage their financial operations. By tapping into these resources, you’ll start building both your technical knowledge and your professional network.

If anyone in the Accounts Payable Professionals Group has favorite SAP learning tips, feel free to share them! Let’s help each other grow.

Stay tuned for more articles and resources to support your AP journey!

---

Robert Ruhno

Director

Accounts Payable Professionals Group

The Overlooked Risk: Sales and Use Tax Compliance in Accounts Payable

When most people think of Accounts Payable (AP), they picture invoice approvals, payment runs, and vendor communications. But there’s a silent, often-overlooked responsibility within AP that can expose a company to serious financial risk: sales and use tax compliance. While it may not be a top priority for every AP team, failure to handle these taxes properly can result in costly penalties and time-consuming audits.

What Is Sales and Use Tax—And Why It Matters in AP

Sales tax is charged by vendors at the time of sale for taxable goods and services, and it’s collected on behalf of state or local governments. Use tax, on the other hand, applies when sales tax wasn’t collected—usually on out-of-state or online purchases. In these cases, the burden falls on the buyer (your company) to self-assess and remit the tax.

Since AP is responsible for processing payments, it’s often the last line of defense before money leaves the company—and the last opportunity to catch sales and use tax errors.

Common AP Mistakes That Create Tax Risk

AP teams, especially when understaffed or undertrained in tax, may unknowingly contribute to compliance issues. Common pitfalls include:

• Paying invoices without reviewing tax lines

• Assuming vendors always calculate tax correctly

• Failing to accrue use tax on tax-free invoices for taxable items

• Leaving tax responsibility entirely to purchasing or finance teams

Each of these mistakes opens the door to missed tax payments, which can be uncovered years later during a state audit.

Best Practices for Compliance

To reduce risk and improve accuracy, AP departments can adopt these practices:

• Educate AP staff on which items and services are typically taxable

• Use AP software that can flag invoices missing tax where expected

• Partner with tax or finance teams to establish clear tax review workflows

• Create use tax accrual procedures and document decisions for audit readiness

When and How to Accrue Use Tax

When an invoice doesn’t include sales tax but the purchase is taxable, AP should:

• Identify the taxable amount

• Apply the appropriate use tax rate based on the buyer’s location

• Accrue the tax amount in the accounting system

• Record supporting documentation, including why use tax was applied

This ensures the company remains compliant and avoids surprises during audits.

The Cost of Getting It Wrong

Incorrect or missing tax payments can add up quickly. State auditors may go back several years, and penalties often include interest and fees. In addition to financial risk, companies may face reputational damage with vendors, reduced negotiating power, and strained relationships with tax authorities.

Final Thoughts

Sales and use tax compliance may not be glamorous, but it’s essential. AP teams are in a unique position to prevent errors before they become liabilities. With a little training and a few smart processes, AP can become a key player in keeping your organization tax compliant—and audit-ready.

If your AP department isn’t reviewing sales and use tax today, it’s time to start. Your future self (and your tax team) will thank you.

---

Robert Ruhno

Director

Accounts Payable Professionals Group

The Steps to Becoming an Accounts Payable Professional

 

Becoming an Accounts Payable (AP) Professional isn’t just about doing a job—it’s about adopting a mindset of excellence and growth. AP professionals understand that their role goes beyond processing payments. They aim to raise standards, implement best practices, and continually improve their skills to support their teams and organizations.

Step 1: Start with Experience

Begin by working in a job that involves accounts payable responsibilities. This could be processing invoices, handling vendor payments, or supporting the AP team. Gaining hands-on experience is the first step toward understanding the function from the ground up.

Step 2: Join the AP Community

Surround yourself with like-minded professionals. Join the Accounts Payable Professionals group online to connect with peers, join discussions, and attend free webinars. Staying connected helps you stay current with industry trends and challenges.

Step 3: Pursue Certification

Getting certified as an AP professional adds credibility and opens doors for career advancement. Encourage your employer to support your professional development by covering the cost of AP certification programs.

Step 4: Attend Industry Events

Attend AP-focused conferences and seminars to deepen your knowledge, learn about the latest technology, and network with other professionals. Continuous learning helps you stay competitive and adds value to your role.

Stay Connected

If you’re serious about growing your AP career, make it a habit to stay plugged into the community. Follow the Accounts Payable Professionals Group on LinkedIn, Twitter, Facebook, Pinterest, and visit our blog at ap-professionals.com. You’ll find valuable articles, updates, job opportunities, and ongoing conversations with professionals just like you.

Don’t hesitate to reach out—we’re here to help you on your journey to becoming an exceptional Accounts Payable Professional!

---

Robert Ruhno

Director

Accounts Payable Professionals Group

Why CFOs Should Pay More Attention to Accounts Payable

In many organizations, Chief Financial Officers (CFOs) often focus their energy on strategic planning, financial forecasting, and revenue growth.

However, one critical area that frequently gets overlooked is Accounts Payable (AP). Responsible for ensuring timely payments to vendors and maintaining accurate financial records, AP plays a pivotal role in a company’s financial health. While it may not appear glamorous, this function has far-reaching impacts that CFOs would be wise not to ignore.

1. AP Provides Valuable Business Intelligence

Accounts Payable departments manage a wealth of financial data that can be leveraged for informed decision-making. Insights from payment cycles, invoice timing, vendor behavior, and discount utilization offer CFOs the opportunity to enhance cash flow management, identify inefficiencies, and negotiate better terms with suppliers.

2. Enhancing Liquidity and Financial Planning

Effective AP management directly influences a company’s liquidity. By optimizing the timing of payments, taking advantage of early payment discounts, and aligning disbursements with revenue cycles, CFOs can ensure more stable cash flow and improved financial agility. Strategic oversight of AP enables better planning and responsiveness to market changes.

3. Mitigating Financial and Compliance Risks

Without proper oversight, AP is vulnerable to a range of risks, including duplicate payments, vendor fraud, and non-compliance with tax regulations. Business email compromise and errors in payment processing can result in significant financial losses. CFOs should champion strong internal controls, promote a culture of accountability, and adopt automation tools that enhance security and accuracy.

4. Driving Technological Innovation

The landscape of AP is rapidly evolving due to advances in technology. Automated invoice processing, electronic approvals, and AI-driven analytics are transforming traditional workflows. CFOs who lead digital transformation efforts in AP can reduce costs, improve processing speed, and generate better reporting—all while aligning with broader organizational goals.

5. Improving Supplier Relationships

Suppliers are critical partners in a company’s operational success. Prompt payments and transparent communication can strengthen these relationships, leading to improved terms, priority service, and collaboration during supply chain disruptions. CFOs who prioritize AP performance help establish their company as a preferred client.

6. Aligning with Future Business Standards

With increasing focus on Environmental, Social, and Governance (ESG) reporting and supply chain transparency, AP departments are becoming instrumental in tracking and managing supplier compliance. CFOs who understand the evolving expectations for accountability and sustainability will position their companies for long-term success.

Conclusion

Accounts Payable is more than a routine back-office function—it’s a strategic asset. CFOs who engage with and invest in AP can unlock hidden value, reduce risk, and support long-term growth. As finance leaders navigate an increasingly complex business environment, the importance of AP should not be underestimated. It's time for CFOs to bring Accounts Payable into the strategic spotlight.

---

Robert Ruhno

Director

Accounts Payable Professionals Group