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Key Responsibilities and Required Skills for Invoicing Specialist

💰 $40,000 - $65,000

FinanceAccountingAccounts ReceivableBilling

🎯 Role Definition

An Invoicing Specialist is responsible for accurate, timely invoicing and accounts receivable activities across the billing lifecycle. This role ensures invoices are generated according to contract terms, validates billing data, applies payments, resolves invoice disputes, produces aging and AR reports, and supports month-end close. The Invoicing Specialist works cross-functionally with Sales, Customer Success, Treasury, and Finance to optimize cash flow, reduce DSO, and maintain compliance with tax and accounting standards.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Accounts Receivable Clerk
  • Billing Clerk / Billing Coordinator
  • Finance Assistant / Accounts Payable Clerk

Advancement To:

  • Senior Invoicing Specialist / AR Analyst
  • Billing Manager or Accounts Receivable Manager
  • Revenue Accountant / Revenue Operations Analyst

Lateral Moves:

  • Credit & Collections Specialist
  • Billing Systems Analyst
  • Customer Billing & Contracts Coordinator

Core Responsibilities

Primary Functions

  • Generate and deliver accurate customer invoices from contracts, purchase orders, and billing schedules using ERP systems (NetSuite, Oracle, SAP) or billing platforms, ensuring invoice formatting, GL coding, pricing and tax calculations match customer agreements and company policy.
  • Validate billing data and source documents (timesheets, consumption reports, shipping manifests, subscription renewals) prior to invoice issuance to prevent rework and disputes, documenting exceptions and corrections.
  • Process high-volume recurring and one-time invoices according to billing cycles; manage phased, milestone-based, and usage-based billing with attention to timing and revenue recognition requirements.
  • Apply incoming cash receipts, lockbox, ACH, wire, credit card, and EDI payments to customer accounts accurately and in a timely manner, investigating and resolving unapplied cash or short payments.
  • Maintain and reconcile customer accounts and AR sub-ledgers to the general ledger; perform aging analysis, daily collections follow-up, and month-end AR reconciliations to support accurate financial reporting.
  • Investigate and resolve invoice disputes and billing inquiries by liaising with Sales, Customer Success, and Operations; document root causes, process gaps, and remediation steps to minimize repeat issues.
  • Prepare and distribute AR and billing reports (Aging, DSO, Invoice Register, Collections Pipeline) and ad-hoc revenue and billing analytics for Finance and leadership to support cash forecasting and KPI tracking.
  • Code and post credit memos, adjustments, write-offs, and refunds following company policy; obtain proper approvals and ensure accurate GL impact and audit trail.
  • Manage billing exceptions and special billing arrangements (resellers, consolidated invoicing, multi-currency billing, intercompany invoicing), ensuring correct tax treatment and compliance with local VAT/GST rules.
  • Coordinate with Treasury to reconcile bank statements, remittance advices, and payment discrepancies; escalate unresolved items to Finance leadership.
  • Monitor and maintain customer billing master data (billing addresses, payment terms, tax IDs, entity structure) in CRM/ERP to prevent billing errors and ensure timely collections.
  • Support month-end and quarter-end close activities by reconciling deferred revenue, prepaid invoices, and outstanding billing items; provide schedules and documentation for auditors.
  • Execute process improvement initiatives to reduce invoice cycle time and billing errors, including automation (RPA), EDI expansion, and invoice template standardization; collaborate with IT on system enhancements and integrations.
  • Enforce billing and credit terms, follow up on past-due accounts with structured outreach, and escalate delinquent accounts to Collections or Credit Management per policy.
  • Prepare and deliver statements and past-due notifications; negotiate payment arrangements and payment plans with customers while balancing risk and cash flow considerations.
  • Ensure compliance with internal controls, SOX requirements, external audit requests, and tax regulations; maintain complete and auditable invoice and collections records.
  • Support pricing and contract transition activities by validating billing logic during customer setups, renewals, and upgrades to prevent revenue leakage.
  • Manage intercompany invoicing and revenue allocations, ensuring correct billing flows between entities and proper elimination/settlement entries for consolidated reporting.
  • Participate in onboarding and training of new Finance team members and billing contractors, documenting SOPs, billing run checklists, and knowledge base articles for consistent operations.
  • Track and analyze key billing KPIs (invoice accuracy rate, invoice dispute rate, days sales outstanding) and recommend corrective actions to improve collections and revenue integrity.
  • Handle specialized invoicing requirements for international customers, including multi-currency invoicing, VAT/GST invoicing, tax exemptions, and local regulatory invoicing formats.
  • Maintain high levels of confidentiality and data security when handling customer financial information and personally identifiable information (PII) in billing and payment processes.

Secondary Functions

  • Support ad-hoc AR and billing data requests and produce exploratory data analysis to answer business questions related to revenue and cash collection trends.
  • Assist in the design and refinement of the organization's billing strategy and roadmap, identifying opportunities for automation and consolidation.
  • Collaborate with business units (Sales, Customer Success, Implementation) to translate customer contract terms into accurate billing requirements and system configurations.
  • Participate in sprint planning and agile ceremonies with finance/IT project teams when implementing billing system upgrades or integrations.
  • Provide input to policy updates and controls around invoicing, revenue recognition, and collections to strengthen financial governance.
  • Help maintain billing system documentation, flowcharts, and training materials; contribute to test cases and user acceptance testing (UAT) for billing changes.
  • Support internal and external audits by providing timely documentation and explanations for billing transactions, credits, and reconciliations.
  • Monitor EDI and integration queues for stalled transmissions and coordinate with vendors/IT to resolve transmission errors affecting invoice delivery.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficient with ERP and billing systems such as NetSuite, Oracle Financials, SAP FI/SD, Microsoft Dynamics, or QuickBooks Online.
  • Strong Excel skills: VLOOKUP/XLOOKUP, pivot tables, advanced formulas, and data cleaning; familiarity with Power Query and Power BI a plus.
  • Experience with cash application tools, lockbox processing, and payment platforms (ACH, SWIFT, credit card gateways).
  • Knowledge of accounts receivable processes, revenue recognition basics (ASC 606/IFRS 15 concepts), and general ledger reconciliation.
  • Familiarity with EDI billing and invoice transmission formats (ANSI X12, EDIFACT) and common remittance standards.
  • Basic SQL or data query skills for extracting billing data and troubleshooting discrepancies (preferred).
  • Comfortable using CRM systems (Salesforce) to validate contract terms and customer master data.
  • Strong understanding of VAT/GST, sales tax treatment, and international invoicing considerations for cross-border transactions.
  • Experience implementing or supporting billing automations (RPA, billing schedulers, invoice templating engines) and working with IT teams.
  • Ability to prepare and present AR metrics, dashboards, and management reports to finance leadership.

Soft Skills

  • Exceptional attention to detail and accuracy under high-volume billing conditions.
  • Clear, professional written and verbal communication when interacting with customers, sales teams, and internal stakeholders.
  • Strong problem-solving and investigative skills; able to trace discrepancies across multiple systems and data sources.
  • Time management and prioritization skills to meet daily billing deadlines and month-end close timelines.
  • Customer-service orientation with tact and diplomacy when negotiating payments or resolving disputes.
  • Analytical mindset with ability to interpret AR trends and recommend process improvements.
  • Team player comfortable collaborating across finance, sales, operations, and IT.
  • High integrity and commitment to confidentiality when handling sensitive financial data.
  • Adaptability and willingness to learn new systems, tools, and processes rapidly.
  • Project mindset for participating in cross-functional billing or system implementation projects.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED; demonstrable vocational experience in invoicing, billing, or accounts receivable.

Preferred Education:

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

Relevant Fields of Study:

  • Accounting
  • Finance
  • Business Administration
  • Information Systems (for billing systems/ERP roles)

Experience Requirements

Typical Experience Range:

  • 2 to 5 years of hands-on invoicing, billing, or accounts receivable experience in a corporate, service, or subscription environment.

Preferred:

  • 3+ years working with ERP systems (NetSuite, Oracle, SAP) on billing and cash application plus proven experience in high-volume billing environments, international invoicing, and process improvement initiatives.
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