Tatum Accounting Services, LLC

10/31/2026

THE PAYABLES PLAYBOOK | WEEK 04

Before You Pay: Invoice Verification & Approvals

Just because an invoice arrives doesn’t mean it’s ready to be paid. In senior living, business office managers process invoices for everything from food service and maintenance to medical supplies and utilities. Each invoice represents an expense that should be properly reviewed, verified, and approved before payment.

Here are 3 essential steps to strengthen your invoice approval process:

✅ Verify Invoice Accuracy: Confirm the vendor name, invoice number, amount, and billing details. Compare charges against contracts, purchase orders, or agreed-upon pricing when applicable.

✅ Confirm Goods or Services Were Received: Before processing payment, verify that the products were delivered or services were completed. Follow up on discrepancies before moving the invoice forward.

✅ Obtain Proper Authorization: Ensure invoices are approved by the appropriate personnel according to your organization’s approval policies. Maintain documentation of approvals to support accountability and audit readiness.

💡 The Takeaway: A strong approval process doesn’t just prevent incorrect payments. It protects your community’s financial resources and supports accurate financial reporting.

10/27/2026

Happy 2️⃣ Years to Bianca! We are so grateful for your contribution to the team. 🎉

10/24/2026

THE PAYABLES PLAYBOOK | WEEK 03

Track the bills you expect - not just the bills you receive.

Utility expenses are essential to daily operations. Electricity, water, gas, and other services must be carefully monitored to keep communities operating without disruption. But here’s a common accounts payable challenge: What happens when a utility bill never arrives?

An invoice that isn’t received can easily become an expense that isn’t recorded or paid on time.

If your community is not utilizing a third-party utility management company, here are 3 practices to strengthen utility bill management:

✅ Maintain a Utility Account Log: Keep a current list of utility providers, account numbers, service addresses, billing cycles, and expected due dates for each community.
✅ Track Expected Bills, Not Just Received Bills: Review your utility log monthly to identify missing invoices. If a bill hasn’t arrived when expected, contact the provider or access the online account.
✅ Reconcile & Review Monthly: Compare utility statements and payment activity to your accounting records. Investigate unpaid balances, unusual charges, and missing expenses before month-end close.

10/16/2026

THE PAYABLES PLAYBOOK | WEEK 02

Invoice Management: Getting Organized

An organized accounts payable process begins long before an invoice is paid.

In senior living, department leaders and business office staff manage invoices from multiple vendors, including utilities, food service, maintenance, and other essential services.

Without a consistent process, invoices can be overlooked, duplicated, or delayed, impacting financial accuracy and daily operations.

Here are 3 practices to strengthen your invoice management process:

✅ Centralize & Track Invoices: Establish a consistent process for receiving invoices and recording key details, including vendor name, invoice number, amount, and due date.

✅ Verify & Approve: Confirm charges are accurate, goods or services were received, and invoices have the proper approvals before processing.

✅ Monitor Invoice Status: Regularly review invoices that are pending approval, awaiting payment, or paid to prevent delays and duplicate payments.

The Takeaway: An organized invoice management process creates accountability, improves efficiency, and supports accurate financial reporting.

10/14/2026

Burdette Tatum will be facilitating GSLA | CALA Course Domain 2: Financial Management on November 9th. To learn more about how the full course equips new and experienced managers to strengthen operations, maintain compliance, and meet Georgia's regulatory standards in Senior Living, visit https://www.gasla.org/gsla-cala-course

10/09/2026

THE PAYABLES PLAYBOOK | WEEK 01
 
Accounts Payable Is More Than Paying Bills.
 
In senior living, an effective accounts payable process supports daily operations, strengthens vendor relationships, and improves financial decision-making.
 
Five habits that make a difference:
✅ Stay organized
✅ Verify invoices before payment
✅ Track recurring vendor invoices and utility bills 
✅ Request monthly statements 
✅ Communicate promptly about discrepancies
 
💡 The Takeaway: Effective accounts payable management isn’t just about paying bills on time. It’s about creating processes that support financial accuracy and operational efficiency.
 
At Tatum Accounting Services, we understand the important role business office managers play in keeping senior living communities running smoothly.
 
That’s why we’re introducing The Payables Playbook, a weekly series sharing practical insights to help strengthen your accounts payable processes, regardless of the system you use.
 
💬 Let’s talk: What’s one accounts payable challenge your community faces?

07/01/2026

What is a Property Accounting System Audit?

If your team has not conducted a property accounting system audit in a while, or ever, I wrote this article to share my experience of the true realities and benefits. Bottlenecks in accounting are very often an enterprise-wide problem, not just a team or deadline problem. Check this out if you are p...

06/13/2026

Celebrating the many Georgia Senior Living Association HEROs at Thursday’s Gala was an honor. Their stories remind us why we remain committed to serving this industry.

Congratulations to the Manor Lake nominees and award recipients on your well-deserved recognition.

05/11/2026

We cannot be a good accounting firm without understanding the day to day operations of the communities we serve.

05/08/2026

Help us celebrate Bianca as she proudly earns her Bachelors Degree in Finance from Kennesaw State University. 🎓