Torchora
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Key Responsibilities and Required Skills for Invoicing Technician

💰 $40,000 - $60,000

FinanceAccountingBillingAccounts Receivable

🎯 Role Definition

The Invoicing Technician is responsible for end-to-end invoice processing and billing administration to ensure accurate, timely revenue capture and positive customer experience. This role includes creation and validation of invoices, applying customer contracts and pricing, resolving billing disputes, interacting with internal stakeholders (sales, customer success, finance), maintaining AR aging metrics, and supporting month-end close activities. The position requires proficiency with ERP/billing systems, strong Excel skills, and experience applying accounting controls and compliance standards to minimize revenue leakage.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Billing Clerk
  • Accounts Receivable Assistant
  • Customer Service Representative with billing exposure

Advancement To:

  • Senior Invoicing Technician / Billing Specialist
  • Accounts Receivable Supervisor
  • Revenue Accountant

Lateral Moves:

  • Credit Analyst
  • Billing Systems Analyst
  • Customer Success Operations

Core Responsibilities

Primary Functions

  • Generate and distribute accurate customer invoices daily using the company's ERP and billing systems, ensuring billing codes, taxes, discounts, and payment terms are applied according to contract and pricing schedules.
  • Review and validate source documents (POs, timesheets, shipping manifests, contracts) to confirm billable items and correct billing attributes prior to invoice issuance.
  • Reconcile billing system invoices to general ledger accounts and revenue sub-ledgers to ensure the integrity of financial records and support month-end close.
  • Investigate and resolve invoice discrepancies and disputes by liaising with sales, operations, and customers to determine root causes and implement corrective actions.
  • Apply customer payments, credits, and adjustments accurately to accounts receivable records and maintain detailed documentation of applied transactions.
  • Monitor accounts receivable aging and assist collections by preparing accurate invoices, statements, and documentation required for escalated collections activities.
  • Execute periodic billing runs for recurring invoices, subscription renewals, and scheduled billings while ensuring adherence to billing cycles and cut-off dates.
  • Maintain and update customer master data, billing addresses, tax identification numbers, and payment terms in ERP systems to prevent invoicing errors.
  • Process credit memos, refunds, and billing corrections in accordance with company policy and accounting controls, documenting approval and authorization.
  • Coordinate with tax and compliance teams to apply appropriate sales/use tax treatments and provide documentation for tax reporting and audits.
  • Support implementation and testing of billing system upgrades, new modules, and process improvements by defining requirements, testing scenarios, and validating outcomes.
  • Prepare and distribute month-end billing reports, aging summaries, unapplied cash reports, and key performance indicators to finance leadership.
  • Investigate unapplied payments and unidentified receipts by tracing remittance advices, bank deposits, and customer communications to correctly allocate cash.
  • Maintain a high level of data accuracy by performing routine reconciliations between customer invoices, revenue records, and bank deposits.
  • Support internal and external audits by providing invoice samples, reconciliations, billing policies, and process flow documentation.
  • Communicate professionally with customers to clarify invoice details, provide billing explanations, and negotiate resolution timelines to maintain customer relationships.
  • Implement and maintain standardized invoice templates and supporting documentation to improve clarity, reduce disputes, and speed up payment cycles.
  • Work with cross-functional teams (sales ops, product, legal) to interpret contract terms, one-time charges, and billing changes to ensure invoicing reflects negotiated agreements.
  • Use exception tracking and ticketing systems to log, prioritize, and drive resolution for complex billing issues and to provide status updates to stakeholders.
  • Track and escalate critical billing issues that could materially impact revenue recognition, providing root cause analysis and remediation plans.
  • Train and mentor junior billing staff on invoicing best practices, ERP navigation, and company billing policies to improve team accuracy and throughput.
  • Continuously evaluate billing workflows and propose process improvements, automation opportunities (OCR, EDI, API), and controls to reduce manual effort and error rates.

Secondary Functions

  • Support periodic customer onboarding activities by setting up billing profiles, pricing templates, and approval workflows in the ERP.
  • Assist in projects to integrate third-party billing platforms, payment gateways, and EDI partners into the corporate billing ecosystem.
  • Produce ad-hoc billing analytics and trend reports for finance and operations to inform revenue forecasting and DSO reduction initiatives.
  • Participate in cross-functional process reviews to identify gaps in the order-to-cash cycle and recommend remediation steps.
  • Maintain an organized archive of billing records and correspondence to ensure quick retrieval for customer inquiries and regulatory needs.
  • Contribute to the development and documentation of billing policies, procedures, and internal controls to support SOX readiness and auditability.
  • Support sales and customer success with invoice queries during contract renewals, amendments, and pricing disputes.
  • Assist IT with user acceptance testing for billing-related system updates and contribute to the rollout training for end users.
  • Coordinate with procurement and vendors on billing-related vendor invoices and intercompany billings where applicable.
  • Monitor key billing KPIs and SLA adherence, and propose corrective actions when metrics deviate from targets.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficient in ERP and billing systems such as SAP, Oracle NetSuite, Microsoft Dynamics, or QuickBooks for creating and reconciling invoices.
  • Advanced Microsoft Excel skills (VLOOKUP/XLOOKUP, INDEX/MATCH, pivot tables, data validation, and complex formulas) for invoice reconciliation and reporting.
  • Hands-on experience with accounts receivable processes, invoice lifecycle management, and cash application.
  • Familiarity with EDI processes, electronic invoicing, and payment gateway reconciliation.
  • Knowledge of billing best practices for subscriptions, recurring revenue, one-time charges, and usage-based billing.
  • Experience with invoice dispute resolution workflows and customer communication documentation.
  • Understanding of basic accounting principles (GAAP) and revenue recognition concepts as they relate to invoicing and AR.
  • Competence with OCR tools and AP/AR automation platforms for invoice scanning and automated posting.
  • Ability to extract and manipulate data from SQL queries or reporting tools (Crystal Reports, Power BI, Tableau) to produce billing reports.
  • Experience processing credit memos, refunds, adjustments, and journal entry preparation for billing corrections.
  • Knowledge of sales and use tax rules and ability to apply correct tax treatments on invoices.
  • Familiarity with ticketing and CRM tools (Zendesk, Salesforce) to track invoice inquiries and resolution status.
  • Strong data entry accuracy and knowledge of internal control procedures for financial record keeping.

Soft Skills

  • Exceptional attention to detail with a strong focus on data accuracy and error prevention.
  • Clear and professional written and verbal communication skills for interacting with customers and internal stakeholders.
  • Strong problem-solving skills with the ability to analyze root causes and drive corrective action.
  • Excellent time management and prioritization skills to meet billing cycles and month-end deadlines.
  • Customer-service orientation with a collaborative approach to resolving disputes and improving client satisfaction.
  • High level of integrity and confidentiality when handling sensitive financial and customer information.
  • Ability to work independently and as part of a cross-functional team in a fast-paced environment.
  • Adaptability to changing billing systems, processes, and regulatory requirements.
  • Analytical mindset with the ability to interpret data trends and recommend process improvements.
  • Patience and resilience when managing escalations and complex billing problems.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent; strong vocational training in bookkeeping or office administration acceptable.

Preferred Education:

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

Relevant Fields of Study:

  • Accounting
  • Finance
  • Business Administration
  • Information Systems with billing/ERP focus
  • Supply Chain Management (for invoicing related to logistics)

Experience Requirements

Typical Experience Range: 1–5 years in invoicing, billing operations, or accounts receivable roles.

Preferred:

  • 2–4 years of hands-on experience in invoicing within an ERP environment, working with recurring billing or subscription-based revenue models, and demonstrated experience reducing DSO and resolving complex billing disputes.
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