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Key Responsibilities and Required Skills for Invoicing Coordinator

💰 $40,000 - $65,000

FinanceAccountingBillingOperations

🎯 Role Definition

The Invoicing Coordinator is a detail-oriented finance specialist responsible for end-to-end invoice management, billing accuracy, and timely revenue recognition. This role focuses on invoice creation, validation, coding to the general ledger (GL), exception handling, dispute resolution with customers and vendors, and collaboration with sales, operations, and collections teams. The Invoicing Coordinator uses ERP and billing systems (NetSuite, SAP, Oracle, QuickBooks), strong Excel skills, and process discipline to maintain billing integrity, support month-end close, and minimize Days Sales Outstanding (DSO). Ideal candidates have hands‑on invoicing experience, strong analytical skills, and a customer-service mindset.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Accounts Payable Clerk
  • Billing Specialist / Billing Clerk
  • Accounting Assistant / Junior Accountant

Advancement To:

  • Senior Invoicing Coordinator
  • Accounts Receivable Supervisor / AR Team Lead
  • Billing Manager / Revenue Operations Manager
  • Revenue Analyst / Financial Analyst

Lateral Moves:

  • Credit & Collections Specialist
  • ERP/Finance Systems Analyst
  • Customer Success Billing Analyst

Core Responsibilities

Primary Functions

  • Process high volumes of customer and vendor invoices accurately and within defined billing cycles using ERP/billing systems (NetSuite, SAP, Oracle, QuickBooks), ensuring invoices are coded correctly to GL accounts and cost centers.
  • Review purchase orders (POs), contracts, service agreements, and rate cards to validate billable items and apply appropriate pricing, discounts, taxes, and contractual billing terms before issuing invoices.
  • Match invoices to POs, delivery receipts, work orders, and supporting documentation, identify discrepancies, and initiate resolution with procurement, operations, or project teams to ensure timely billing.
  • Reconcile invoiced amounts to accounts receivable (AR) aging, post adjustments, credit memos, and debit memos as needed while maintaining an audit trail for all corrections and approvals.
  • Investigate and resolve invoice disputes and billing exceptions by liaising directly with customers, account managers, and internal stakeholders, documenting outcomes and preventative actions.
  • Prepare and maintain daily/weekly/monthly billing schedules and AR aging reports; escalate overdue accounts and support collections efforts to reduce Days Sales Outstanding (DSO).
  • Apply cash receipts and perform cash application tasks accurately, research unapplied or short payments, and coordinate with collections to resolve payment discrepancies.
  • Support month-end and quarter-end close activities related to revenue recognition and accounts receivable, including accruals, cut-off testing, and account reconciliations.
  • Generate and analyze billing reports, trend analyses, and KPIs (e.g., invoices processed per period, DSO, dispute rate) to identify process bottlenecks and recommend improvements.
  • Maintain and update customer master data and billing setup in the ERP system, including billing addresses, tax IDs, billing frequencies, payment terms, and contact information.
  • Ensure compliance with local and international invoicing regulations, VAT/GST requirements, electronic invoicing mandates (e‑invoicing), and company billing policies.
  • Implement and maintain electronic invoice processing workflows (scanning, OCR, e-invoice formats) to increase efficiency, reduce manual data entry, and support AP/AR automation initiatives.
  • Prepare and issue periodic billing statements, consolidated invoices, and customized invoice packages for large accounts and contract customers.
  • Collaborate with revenue recognition, accounting, and tax teams to ensure invoices align with revenue accounting policies and tax obligations, escalating complex matters to Finance leadership.
  • Coordinate intercompany billing and reconciliations, prepare intercompany invoices, and assist with settlement and foreign currency invoicing as required.
  • Track and manage credit memos, refunds, unapplied credits, and adjustments following approval procedures, and ensure proper documentation for audit purposes.
  • Train and mentor junior invoicing staff and temporary resources on billing processes, system workflows, and quality standards to ensure consistent invoice quality.
  • Participate in cross-functional projects to redesign invoice templates, implement new billing modules, or migrate billing data during ERP conversions or system upgrades.
  • Perform invoice data validation and ad-hoc analysis using Excel (pivot tables, VLOOKUP/XLOOKUP), SQL or BI tools to support financial reporting and process improvement initiatives.
  • Maintain internal controls and S-OX (Sarbanes-Oxley) documentation for invoicing processes; prepare supporting schedules and documentation for internal and external audits.
  • Liaise with sales operations, project management, logistics, and customer service teams to confirm invoicing milestones and resolve billing timing issues for project-based or milestone billing.
  • Monitor vendor billing (if responsible for AP-related invoicing coordination), ensuring that vendor invoices match contracts, service level agreements, and are processed under correct terms.
  • Draft and maintain standard operating procedures (SOPs), workflow diagrams, and knowledge base articles to capture billing best practices and institutional knowledge.
  • Execute month-end reconciliations for AR subledger to general ledger, investigate variances, and document reconciliation results for management review.
  • Support ad-hoc financial requests, audit inquiries, and management reporting related to invoicing, collections, and cash forecasting.

Secondary Functions

  • Identify opportunities for automation and process standardization within billing and AR workflows and work with the Finance Systems team to prioritize ERP enhancements.
  • Assist with vendor onboarding and maintenance of vendor billing profiles when invoicing responsibilities overlap with accounts payable.
  • Support cross-training initiatives across AR, AP, and revenue teams to ensure business continuity during peak cycles or staff absences.
  • Work with IT and external vendors to troubleshoot billing system issues, data integrations, and interface errors between CRM, ERP, and payment platforms.
  • Participate in continuous improvement initiatives, contribute to root cause analysis of recurring invoicing errors, and help implement corrective action plans.

Required Skills & Competencies

Hard Skills (Technical)

  • Invoice processing and billing cycle management (recurring, milestone, consolidated billing).
  • Accounts Receivable (AR) and basic Accounts Payable (AP) knowledge, including aging analysis and cash application.
  • ERP and billing system proficiency (examples: NetSuite, SAP FI/SD, Oracle E-Business Suite, QuickBooks).
  • Strong Excel skills (pivot tables, VLOOKUP/XLOOKUP, INDEX/MATCH, basic macros) and comfort with data manipulation.
  • Familiarity with electronic invoicing standards, e‑invoicing formats, ACH/SEPA payments, and payment gateway reconciliation.
  • General ledger (GL) coding and account reconciliation experience.
  • Experience with billing automation tools, OCR invoice capture, and workflow engines (e.g., Coupa, Basware, Ariba).
  • Understanding of revenue recognition principles and month-end close procedures.
  • Basic SQL or data-querying ability for ad‑hoc invoice data extraction (preferred).
  • Knowledge of tax implications on invoices (VAT/GST) and compliance requirements for invoicing and documentation.
  • Ability to prepare and interpret billing KPIs: DSO, dispute rates, invoice cycle times.
  • Experience maintaining customer master data and billing configuration in ERP systems.
  • Experience preparing documentation for audits and supporting Sarbanes‑Oxley (S‑OX) controls related to invoicing.

Soft Skills

  • Exceptional attention to detail and accuracy under high-volume workloads.
  • Strong written and verbal communication skills for dealing with customers, vendors, and cross-functional teams.
  • Problem-solving mindset with the ability to investigate root causes and drive resolutions.
  • Time management and prioritization skills to meet strict billing deadlines and month-end close tasks.
  • Customer-service orientation and diplomacy when negotiating billing disputes.
  • Collaborative team player who can partner with Sales, Operations, IT, and Finance.
  • Adaptability to changing systems, processes, and billing requirements.
  • Integrity and discretion when handling confidential financial and customer data.
  • Continuous improvement mentality and openness to process automation.
  • Ability to train and mentor junior staff and document process workflows clearly.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent; strong on-the-job billing experience accepted.

Preferred Education:

  • Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or related field.

Relevant Fields of Study:

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

Experience Requirements

Typical Experience Range:

  • 1–5 years of invoicing, billing, or accounts receivable experience; 2+ years preferred for mid-level roles.

Preferred:

  • 3+ years of hands-on invoicing or AR experience in a corporate or shared-services environment.
  • Experience with NetSuite, SAP, Oracle, or major billing/ERP systems.
  • Prior exposure to high-volume billing, contractual/milestone billing, or subscription-based billing models is advantageous.
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