AP Queue

Last reviewed May 2026 · AP & Payments

The AP Queue is where all pending invoices land for your review and approval. It surfaces fraud risk signals before you approve — so you can catch problems before money leaves your account.

What is the AP Queue?

Every invoice submitted — whether by you manually or by a trade partner through their portal — flows into the AP Queue. From there, an Owner or Admin reviews and approves (or rejects) each invoice.

Approved invoices move to "Approved / Pending Payment" status and their amounts are recorded for 1099-NEC tracking. Lotwright does not process payments itself — approval is your internal record that payment is authorized.

Approve an invoice

1. Click AP Queue in the sidebar. Pending invoices show as a badge count.
2. Review each invoice: vendor, job, amount, and the fraud signals shown.
3. If everything looks right, click Approve.
4. To reject, click Reject and add a note — the trade partner sees the note in their portal.

Fraud detection signals

Before you approve, Lotwright runs three checks automatically:

• Insurance status — Is this vendor's certificate of insurance current? Expired insurance shows as a red warning.
• Vendor account age — How long has this vendor been in your system? A new vendor submitting a large invoice is flagged amber for your attention.
• Duplicate detection — Has an invoice with the same number been submitted recently? Duplicates show a red warning with the original invoice date.

Signals are informational — they don't block approval. You decide whether to approve despite a signal (e.g., you know the vendor is legitimate even if they're new). The signal and your approval decision are both logged in the audit trail.

Trade partner-submitted invoices

When a trade partner submits an invoice through their portal, it lands in your AP Queue tagged with an amber "Trade-submitted" badge. You can see the exact amount they entered. These go through the same fraud detection as manually entered invoices.

1099-NEC collection

Lotwright collects the data you need for 1099-NEC filing automatically from every approved invoice. At year-end, go to Reports → 1099-NEC to see the total paid to each vendor. You'll also see which vendors are missing W-9 data — Lotwright prompts you to collect it during the vendor setup flow.

Lotwright does not file 1099s on your behalf — it gives you the data your accountant needs, formatted correctly.