A Billing Clerk is responsible for preparing and issuing invoices to clients, ensuring accurate billing for goods or services rendered. This role is crucial for maintaining healthy cash flow and supporting the financial operations of an organization.
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What is a Billing Clerk?
A Billing Clerk is an administrative professional who specializes in managing the invoicing and billing processes within a company. They work closely with accounting and finance departments to ensure that customers are billed correctly and payments are processed in a timely manner. This position requires strong attention to detail, numerical accuracy, and proficiency with accounting software.
What does a Billing Clerk do?
A Billing Clerk primarily generates and sends invoices to customers based on purchase orders, contracts, or service records. They verify billing data for accuracy, resolve discrepancies, and maintain detailed records of transactions. Additionally, they process payments, update accounting databases, and respond to customer inquiries regarding billing issues. Billing Clerks also prepare reports on accounts receivable and assist with month-end closing procedures.
Job Overview
The Billing Clerk is responsible for managing the complete billing cycle, ensuring accurate and timely invoice processing, and maintaining financial records. This role requires strong attention to detail, proficiency with accounting software, and excellent organizational skills to support our financial operations and maintain positive client relationships through professional billing communications.
Billing Clerk responsibilities include:
1. Prepare and issue invoices to clients accurately and timely
2. Process customer payments and apply them to appropriate accounts
3. Reconcile billing discrepancies and resolve billing issues
4. Maintain and update customer billing information in the system
5. Generate monthly billing reports and accounts receivable aging reports
6. Collaborate with sales and customer service teams to verify billing data
7. Manage billing inquiries and provide professional customer support
8. Process credit memos and refund requests as needed
9. Ensure compliance with company billing policies and procedures
10. Assist with month-end closing activities and financial audits
1. High school diploma or equivalent (minimum requirement)
2. 2+ years of experience in billing, accounts receivable, or similar role
3. Proficiency with accounting software (QuickBooks, FreshBooks, or similar)
4. Strong numerical aptitude and attention to detail
5. Excellent data entry skills with high accuracy
6. Basic understanding of accounting principles
7. Proficient in Microsoft Excel (pivot tables, VLOOKUP, basic formulas)
8. Ability to handle confidential financial information
9. Strong organizational and time management skills
10. Effective written and verbal communication skills
Preferred Qualifications
1. Associate's degree in Accounting, Finance, or related field
2. Experience with enterprise ERP systems (NetSuite, SAP, or Oracle)
3. Knowledge of industry-specific billing practices (healthcare, legal, construction)
4. Experience with electronic billing platforms and EDI systems
5. Bilingual abilities (Spanish/English)
6. Certification in bookkeeping or accounting
7. Experience with automated billing systems
8. Background in high-volume billing environments
9. Familiarity with US GAAP billing standards
10. Previous experience in customer service or client-facing roles
Bonus Skills
1. Advanced Excel skills (macros, advanced formulas)
2. Experience with data analysis and visualization tools
3. Knowledge of SQL for data extraction and reporting
4. Experience with process improvement and automation
5. Certification in accounts receivable management
6. Familiarity with multi-currency billing systems
7. Experience with subscription-based billing models
8. Knowledge of sales tax compliance and reporting
9. Project management skills for billing system implementations
10. Advanced problem-solving and analytical thinking abilities
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