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Key Responsibilities and Required Skills for Invoicing Supervisor

💰 $55,000 - $85,000

FinanceAccountingBillingAccounts ReceivableERP

🎯 Role Definition

The Invoicing Supervisor leads the daily billing and invoicing function to ensure accurate, timely invoicing and healthy accounts receivable performance. This role supervises a team of invoice processors and billing specialists, owns invoicing-related controls and reconciliations, drives process improvements and automation, and partners with sales, revenue recognition, collections and finance to resolve disputes and accelerate cash collection. The Invoicing Supervisor is accountable for KPI delivery (billing accuracy, timeliness, DSO impact), adherence to SOX and tax requirements, and implementing best practices across invoicing operations.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Billing Clerk / Billing Specialist
  • Accounts Receivable Specialist / AR Analyst
  • Staff Accountant (billing-focused)

Advancement To:

  • Invoicing Manager / Billing Manager
  • Accounts Receivable Manager / AR Manager
  • Revenue Accounting Manager / Finance Manager

Lateral Moves:

  • Credit & Collections Supervisor
  • Billing Operations Manager
  • Revenue Analyst / Pricing Analyst

Core Responsibilities

Primary Functions

  • Supervise and coach a team of invoice processors and billing specialists, assigning workload, setting performance targets, conducting regular 1:1s, and delivering ongoing training to ensure consistent, accurate invoice creation and billing best practices.
  • Manage end-to-end invoice processing for multiple product lines and services, including validating pricing, contract terms, billing schedules, taxes, discounts and any billing adjustments prior to invoice issuance.
  • Own daily and monthly billing operations and ensure invoices are generated and transmitted to customers on schedule, reducing billing cycle times and preventing revenue leakage.
  • Implement, monitor and enforce internal controls and SOX-compliant procedures for invoicing, credit memos, revenue recognition triggers and segregation of duties to minimize risk and support external audits.
  • Reconcile invoicing sub-ledgers to the general ledger each period, investigate and resolve mismatches, and provide clear supporting documentation to finance and external auditors.
  • Oversee cash application processes related to invoiced receivables, coordinate with collections to clear unapplied payments, reduce unapplied cash and accelerate DSO improvements.
  • Lead invoice dispute resolution by coordinating cross-functional investigation with sales, customer service and legal, documenting root causes, negotiating settlements or credit memos, and ensuring proper accounting treatment.
  • Drive continuous improvement and automation initiatives for invoicing (e.g., EDI, e-invoicing, RPA, workflow optimization), partnering with IT/ERP teams to reduce manual effort, errors and cycle time.
  • Configure and maintain billing rules and master data in ERP systems (NetSuite, Oracle EBS, SAP FI/SD), validate system-generated invoices and lead testing during system upgrades or new module implementations.
  • Produce, analyze and report on invoicing KPIs and dashboards (billing accuracy, on-time billing, invoice aging, dispute rate, DSO impact) for senior finance leadership and operations stakeholders.
  • Review and approve complex invoices, credit memos and adjustments, enforcing policy compliance and ensuring appropriate supporting documentation and manager-level sign-off where required.
  • Ensure invoices comply with tax, regulatory and customer-specific invoicing requirements (VAT/GST, e-invoicing mandates, mandatory data fields) and coordinate with tax/accounting teams for high-risk jurisdictions.
  • Establish and maintain standard operating procedures (SOPs), work instructions and training materials for the invoicing team to ensure consistent knowledge transfer and reduce single points of failure.
  • Collaborate with Sales and Contracting teams to validate contract terms, pricing schedules, milestone billing and change orders prior to invoicing to prevent disputes and revenue underbilling.
  • Manage month-end and quarter-end invoicing cutoffs and work closely with revenue accounting to ensure timely and accurate recognition of billed and unbilled revenue.
  • Support external and internal audits by preparing invoicing documentation, reconciliations and test evidence related to billing processes and revenue controls.
  • Serve as escalation point for complex customer billing issues, negotiate resolutions with customers and internal partners, and follow up to ensure corrective actions are implemented to avoid recurrence.
  • Plan and prioritize invoicing backlogs during peak periods, temporary resource constraints or system outages, including temporary reallocation of team resources and implementation of contingency processes.
  • Implement SLA and quality metrics for internal and external stakeholders, communicate performance, and lead root-cause analysis when SLAs are not met.
  • Ensure accurate handling of intercompany billing and intersegment invoicing, including proper documentation, tax treatment and elimination entries when applicable.
  • Participate in cross-functional projects impacting billing and revenue (new product launches, pricing changes, mergers & acquisitions), ensuring invoicing requirements are captured and executed correctly.

Secondary Functions

  • Conduct periodic process audits and quality checks on a sample of invoices to verify accuracy, adherence to SOPs and to identify process gaps for corrective action.
  • Support ad-hoc business requests for invoice extracts, transactional data, analytical reporting and special billing runs required by Finance, Sales Operations or external partners.
  • Contribute to the organization’s invoicing policy, billing controls documentation and continuous improvement roadmap to scale billing operations as the business grows.
  • Collaborate with ERP/IT and data teams to translate invoicing requirements into configuration changes, automation scripts, and test cases for releases and patches.
  • Participate in cross-functional change management activities, communicate billing system enhancements, and lead training sessions for end-users impacted by invoicing changes.
  • Maintain vendor and third-party billing relationships (e.g., external print/mail houses, EDI providers) to ensure service levels and accurate delivery of invoices and statements.

Required Skills & Competencies

Hard Skills (Technical)

  • Expert knowledge of invoice processing and billing lifecycle, including rate validation, contract-to-billing translation, and credit memo handling.
  • Hands-on experience with ERP and billing systems such as NetSuite, Oracle EBS (AR/Receivables), SAP FI/SD, QuickBooks or similar enterprise billing platforms.
  • Strong accounts receivable and cash application expertise, including aged receivables management and strategies to reduce DSO.
  • Proficiency in reconciliations (AR sub-ledger to GL), month-end close support, and revenue recognition basics under ASC 606 / IFRS 15.
  • Advanced Excel skills (pivot tables, VLOOKUP/XLOOKUP, INDEX/MATCH, macros) and comfort extracting and manipulating data for analysis.
  • Familiarity with electronic invoicing methods (EDI, e-invoicing portals), billing integrations and API-based invoice transmission.
  • Experience implementing or working with automation tools (RPA, scripting) to streamline invoice generation and exception handling.
  • Working knowledge of tax and compliance requirements related to invoicing (VAT/GST treatment, invoicing mandates) and international billing nuances.
  • Ability to create and maintain KPI dashboards and reporting using BI tools (Power BI, Tableau) or robust Excel-based reporting.
  • Strong knowledge of SOX controls, internal control frameworks, and audit support processes related to revenue and invoicing.

Soft Skills

  • Leadership and people management: ability to coach, mentor and develop invoicing teams to high performance.
  • Excellent stakeholder management and cross-functional collaboration with Sales, Finance, Legal and IT.
  • Exceptional attention to detail and commitment to invoice accuracy and compliance.
  • Clear verbal and written communication for interacting with customers, auditors and internal leadership.
  • Problem-solving and root-cause analysis skills to reduce recurring billing issues and disputes.
  • Time management and prioritization to handle competing deadlines during month-end and peak billing cycles.
  • Change agent mindset with focus on process improvement and adoption of best practices.
  • Customer-service orientation for resolving client billing inquiries while protecting company revenue.
  • Resilience and adaptability in a fast-paced environment with evolving systems and rules.
  • Data-driven decision making, using metrics to identify opportunities and measure impact.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor’s degree in Accounting, Finance, Business Administration or related field (or equivalent work experience).

Preferred Education:

  • Bachelor’s degree plus certification (CPA, CMA, ACCA) or advanced degree (MSc in Accounting/Finance) is a plus.

Relevant Fields of Study:

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

Experience Requirements

Typical Experience Range:

  • 3–7 years in invoicing, billing or accounts receivable roles, including at least 1–2 years in a supervisory or lead capacity.

Preferred:

  • 5+ years of progressive invoicing/AR experience, demonstrated experience with enterprise ERPs (NetSuite, Oracle, SAP), prior supervisory experience, strong record of process improvements and audit-ready controls.
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