INVOICE PROCESSING SPECIALIST

Job Title: Invoice Processing Specialist

Job Type: (Remote)

Job Summary

The Invoice Processing Specialist — Accounts Receivable is responsible for preparing, reviewing, processing, and maintaining customer invoices and accounts receivable transactions. This position ensures invoices are accurate, timely, properly recorded, and aligned with customer contracts, sales orders, pricing agreements, and company policies.

The role also supports customer account reconciliation, payment application, collections coordination, and resolution of billing discrepancies to help maintain accurate accounts receivable records and healthy cash flow.

Key Responsibilities

• Prepare and process customer invoices accurately and within established billing schedules.

• Review sales orders, contracts, purchase orders, service agreements, and supporting documentation before invoicing.

• Verify customer information, billing addresses, pricing, quantities, tax codes, payment terms, and discounts.

• Enter and maintain invoices in the accounting or ERP system.

• Generate recurring, milestone, project-based, and other customer invoices as required.

• Process credit memos, debit memos, adjustments, and billing corrections.

• Ensure invoices comply with customer requirements and contractual billing terms.

• Review invoices for accuracy and completeness before distribution to customers.

• Distribute invoices through email, electronic billing portals, EDI, or other approved methods.

• Monitor invoice status and follow up on rejected, disputed, or returned invoices.

• Research and resolve billing discrepancies in collaboration with Sales, Customer Service, Operations, and Finance teams.

• Maintain accurate customer account and billing records.

• Apply customer payments to the appropriate invoices and accounts when required.

• Reconcile customer accounts and investigate unapplied or unidentified payments.

• Assist with accounts receivable aging analysis and identify overdue customer balances.

• Coordinate with collections personnel regarding past-due invoices and customer disputes.

• Respond to customer inquiries regarding invoices, account balances, payment status, and billing documentation.

• Prepare customer statements and account summaries.

• Assist with month-end and year-end accounts receivable closing activities.

• Reconcile accounts receivable subledger balances to the general ledger.

• Research and resolve discrepancies between billing records, customer accounts, and the general ledger.

• Prepare accounts receivable reports, invoice aging reports, and billing summaries.

• Maintain organized electronic records of invoices, credit memos, supporting documentation, and customer correspondence.

• Support internal and external audit requests related to billing and accounts receivable transactions.

• Follow company policies, accounting procedures, internal controls, and applicable tax requirements.

• Identify opportunities to improve billing accuracy, processing efficiency, automation, and customer service.

• Assist with testing and implementation of billing system upgrades, process changes, and automation initiatives.

• Maintain confidentiality of customer, financial, and company information.

Qualifications

• Associate or bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.

• 1–3 years of experience in accounts receivable, billing, invoice processing, accounting, or a related finance role.

• Understanding of accounts receivable and basic accounting principles.

• Experience preparing and processing customer invoices.

• Proficiency with Microsoft Excel and accounting or ERP systems.

• Strong attention to detail and numerical accuracy.

• Excellent organizational and time-management skills.

• Strong written and verbal communication skills.

• Ability to manage a high volume of invoices and transactions while meeting deadlines.

• Ability to investigate discrepancies and resolve billing issues effectively.

Preferred Qualifications

• Experience with ERP systems such as SAP, Oracle, NetSuite, Microsoft Dynamics, or similar platforms.

• Experience with automated billing and invoicing systems.

• Knowledge of electronic invoicing, EDI, and customer billing portals.

• Experience with accounts receivable aging and customer account reconciliation.

• Knowledge of sales tax, use tax, VAT, or other applicable billing requirements.

• Experience supporting month-end and year-end close activities.

• Experience with revenue billing and contract-based invoicing.

• Accounting or accounts receivable certification is a plus.

• Experience with process automation and accounts receivable improvement initiatives.

Key Skills

• Accounts Receivable

• Customer Invoicing

• Invoice Processing

• Billing Operations

• Invoice Verification

• Customer Account Reconciliation

• Payment Application

• Credit & Debit Memos

• Billing Adjustments

• Accounts Receivable Aging

• Collections Support

• Customer Account Management

• General Ledger Reconciliation

• ERP Systems

• Microsoft Excel

• E-Invoicing / EDI

• Data Entry & Validation

• Month-End Close

• Audit Support

• Process Improvement

Core Competencies

• Invoice Accuracy: Ability to prepare and validate accurate customer invoices based on contracts, orders, pricing, and billing requirements.

• Attention to Detail: Ability to identify billing errors, pricing discrepancies, duplicate invoices, and missing information.

• Accounts Receivable Knowledge: Understanding of customer billing, payment application, account reconciliation, and receivables processes.

• Problem Solving: Ability to investigate billing discrepancies and coordinate effective resolutions.

• Customer Service: Ability to communicate professionally with customers and internal teams regarding billing and account inquiries.

• Organization: Ability to manage high volumes of invoices, transactions, documentation, and deadlines.

• Financial Controls: Ability to follow billing policies, approval procedures, reconciliation requirements, and internal controls.

• Process Improvement: Ability to identify opportunities to improve billing efficiency, accuracy, automation, and customer experience.