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Key Responsibilities and Required Skills for Invoicing Analyst

💰 $55,000 - $80,000

FinanceAccountingBillingAccounts Receivable

🎯 Role Definition

An Invoicing Analyst is accountable for end-to-end billing operations that ensure accurate invoice creation, on-time delivery, and revenue recognition compliance. This role combines detailed transaction processing, system configuration knowledge, dispute resolution, and continuous process improvement. The Invoicing Analyst works closely with Sales, Revenue Accounting, Collections, Legal, and IT to validate pricing and contract terms, reconcile billing differences, and support month-end close and audit activities. SEO keywords: invoicing analyst, billing analyst, accounts receivable, invoice reconciliation, billing systems, revenue recognition, ERP billing.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Billing Specialist / Billing Coordinator
  • Accounts Receivable Clerk
  • Junior Revenue or Staff Accountant

Advancement To:

  • Senior Invoicing Analyst / Senior Billing Analyst
  • Accounts Receivable Manager / Billing Manager
  • Revenue Accounting Manager or Finance Operations Manager

Lateral Moves:

  • Revenue Analyst
  • Financial Systems Analyst (ERP/BI focus)
  • Credit & Collections Analyst

Core Responsibilities

Primary Functions

  • Generate, review and distribute accurate customer invoices across multiple billing systems (NetSuite, SAP, Oracle, QuickBooks or proprietary billing engines) based on contracts, purchase orders, shipping manifests and service confirmations, ensuring invoices reflect contract pricing, discounts, taxes and billing terms.
  • Execute end-to-end invoice processing for recurring and one-time charges, including subscription billing, usage-based billing, milestone invoicing and intercompany billings, verifying charge calculations and supporting documentation.
  • Perform detailed month-end and quarter-end billing reconciliations tying billed revenue to the general ledger (AR subledger vs GL), identifying and investigating variances and collaborating with Revenue Accounting to resolve differences.
  • Manage invoice exception queues and billing hold workflows, investigate root causes (pricing errors, missing POs, contract mismatches) and apply corrective actions such as credit memos or invoice adjustments while maintaining auditable records.
  • Respond to internal and external billing inquiries and disputes in a timely, professional manner—triaging issues, performing billing research, communicating resolutions to customers, Sales and Legal, and documenting case outcomes.
  • Validate pricing, rate cards and contract amendments before invoice generation by reviewing quotations, master services agreements (MSAs), SOWs and rate tables to ensure contractual compliance and accurate revenue capture.
  • Maintain and configure billing system master data, including customer billing profiles, tax codes, billing cycles, payment terms, intercompany relationships and product/service hierarchies in the ERP.
  • Support collections by providing detailed invoice support, aging drilldowns, dispute back-up and adjusting invoices/credits as authorized to accelerate cash application.
  • Reconcile cash applications and investigate unapplied or short payments, collaborate with Collections and Treasury to resolve deductions and ensure accurate AR balances.
  • Prepare and maintain billing pipelines and revenue schedules for forecasting and month-end close; deliver timely reports to Finance leadership on billing run status, aged receivables, and unbilled revenue.
  • Create, maintain and improve standardized billing templates, invoice layouts and customer-facing documentation to enhance clarity and reduce disputes.
  • Implement automated billing rules, scripts or templates (Excel macros, RPA, ERP billing rules or EDI mappings) to improve throughput, reduce manual work and minimize billing errors.
  • Coordinate billing and invoicing related system changes, upgrades and UAT with IT and ERP teams, including testing pricing logic, tax calculations and invoice generation across environments.
  • Apply multi-jurisdictional sales tax and VAT rules to invoices, collaborating with Tax and Compliance teams to ensure taxability, proper tax codes and documentation for cross-border invoices.
  • Produce weekly and monthly billing and AR reports (billing totals, revenue recognized, billing adjustments, dispute aging), using Excel, Power BI or Tableau to support Finance decision-making.
  • Manage credit memo requests end-to-end—validate the root cause, obtain approvals, post adjustments in ERP and notify relevant stakeholders while ensuring SOX compliance and proper audit trails.
  • Support audit requests by preparing invoice backup, supporting documentation, change logs and reconciliations for internal and external auditors.
  • Monitor EDI and API billing feeds, troubleshoot failed transmissions and work with Trading Partners and IT to remediate integration issues that impact invoice delivery.
  • Enforce billing controls and SOX-compliant processes including segregation of duties, approval workflows and change management documentation for billing system master data.
  • Drive continuous process improvement initiatives, identify pain points across invoicing lifecycle, lead small projects to optimize cycle time, error rates and customer satisfaction.
  • Assist in revenue recognition processes by providing billing and contract support to Revenue Accounting to ensure timely and accurate recognition in accordance with ASC 606 / IFRS 15.
  • Onboard new customers to billing systems—set up billing accounts, define billing schedules, configure payment terms and run validation invoices prior to go-live.
  • Provide training and documentation for Sales, Customer Success and Operations on billing policies and invoicing self-service tools to reduce escalations and accelerate dispute resolution.
  • Support ad-hoc financial analysis requests related to billing trends, pricing effectiveness, churn-related refunds and invoice aging for senior management reviews.
  • Escalate major billing failures or high-value disputes promptly to Finance leadership and collaborate cross-functionally to deliver swift remediation and customer communication.

Secondary Functions

  • Support revenue and billing process documentation, contribute to standard operating procedures and maintain billing knowledge base for the organization.
  • Participate in cross-functional projects such as ERP migrations, billing transformations and pricing rollouts to represent billing operations and ensure continuity of invoicing processes.
  • Assist with periodic reviews of customer master data hygiene and implement corrective data clean-up routines to reduce billing exceptions.
  • Help build and maintain dashboards that monitor billing health, dispute volumes, automation success metrics and SLA compliance.
  • Collaborate with Collections and Customer Success to reduce Days Sales Outstanding (DSO) by identifying process gaps and customer-specific billing issues.
  • Provide input to pricing and contract teams on billing feasibility, suggested clauses to reduce disputes, and practical implementation considerations.
  • Engage with external vendors or third-party billing service providers for integration, compliance and performance management as needed.

Required Skills & Competencies

Hard Skills (Technical)

  • Strong accounts receivable and billing fundamentals including invoice generation, credit memo processing, cash application and AR reconciliations.
  • ERP and billing system expertise: NetSuite, SAP S/4HANA, Oracle E-Business Suite/NetSuite, Microsoft Dynamics or similar.
  • Hands-on experience with billing integrations: EDI, APIs, flat-file imports and third-party billing engines.
  • Advanced Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, INDEX/MATCH, power query, macros) for reconciliations and analysis.
  • Familiarity with revenue recognition standards (ASC 606 / IFRS 15) and how invoicing impacts revenue schedules and unbilled revenue.
  • Experience with tax determination systems and applying sales tax/VAT to invoices across multiple jurisdictions.
  • Data query and reporting skills: SQL, Power BI, Tableau or other BI/reporting tools for billing analytics and dashboards.
  • Knowledge of SOX controls, internal audit requirements and maintaining compliant billing processes and audit trails.
  • Experience with automated billing tools, RPA frameworks or workflow engines to reduce manual processing.
  • Strong file/data management skills: CSV processing, parsing, validating imports and maintaining billing data integrity.
  • Familiarity with contract management and ability to interpret MSAs, SOWs and pricing schedules to validate invoicing terms.

Soft Skills

  • Strong attention to detail and accuracy with a demonstrated ability to manage high-volume transactional work.
  • Excellent communication skills for effective interaction with customers, Sales, Legal and Finance stakeholders—both verbal and written.
  • Problem-solving mindset with ability to analyze discrepancies, identify root causes and propose sustainable fixes.
  • Time management and prioritization skills to balance daily billing tasks with month-end close activities.
  • Customer service orientation to resolve disputes professionally and maintain client relationships.
  • Collaborative team player comfortable working cross-functionally in fast-paced environments.
  • Adaptability and eagerness to learn new systems, controls and billing models as the business evolves.
  • Process improvement and project management aptitude to drive billing automation and efficiency gains.
  • Ethical judgment and discretion handling confidential financial and customer data.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree in Accounting, Finance, Business Administration or equivalent experience
  • OR Associate degree with 3+ years of direct invoicing / AR experience

Preferred Education:

  • Bachelor's degree in Accounting, Finance, Business Administration
  • Professional certification such as CPA (preferred for senior roles) or Certified Credit and Collection Professional (CCCP) is a plus

Relevant Fields of Study:

  • Accounting
  • Finance
  • Business Administration
  • Information Systems (with ERP/billing emphasis)

Experience Requirements

Typical Experience Range:

  • 2–5 years of invoicing, billing, or accounts receivable experience for mid-level Invoicing Analyst
  • 5+ years for Senior Invoicing Analyst roles or roles with ERP ownership

Preferred:

  • Direct experience with NetSuite, SAP, Oracle or large-scale billing systems
  • Exposure to SaaS subscription billing, usage-based billing or multi-element arrangements
  • Demonstrated track record of improving billing accuracy, shortening billing cycles and supporting month-end close activities
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