billing clerk

A billing clerk is a financial professional responsible for managing a company's invoicing process, ensuring that customers are billed accurately and payments are recorded correctly. They act as a vital link between the company’s operations (like shipping or sales) and its accounting department to maintain steady cash flow. 

Core Roles and Responsibilities

• Invoice Generation: Creating and issuing accurate invoices, credit memos, and account statements based on purchase orders, contracts, or service records.
• Data Verification: Reviewing billing data to identify and correct errors, inconsistencies, or omissions before sending invoices to clients.
• Payment Processing: Recording incoming payments (cash, online, or checks) and updating customer accounts to show current balances.
• Account Reconciliation: Comparing shipping logs, sales orders, and bank statements with billing records to resolve discrepancies.
• Customer Support: Acting as the primary point of contact for billing inquiries, resolving disputes professionally, and explaining charges or company billing policies.
• Collections Support: Monitoring overdue accounts, sending payment reminders, and coordinating with collections departments or agencies for delinquent payments.
• Financial Reporting: Assisting the accounting team with month-end closing activities and preparing reports on billing activity, accounts receivable, and revenue.
• Record Maintenance: Managing both digital and physical billing records, ensuring they are organized for internal audits and regulatory compliance. 

Essential Skills & Qualifications

• Technical Proficiency: Mastery of Microsoft Excel and specialized accounting software like QuickBooks, Sage, or enterprise ERP systems like SAP.
• Attention to Detail: High accuracy in data entry and numerical analysis is critical to avoid financial errors.
• Mathematics: Strong arithmetic skills for calculating taxes, discounts, and shipping rates.
• Education: Typically requires a high school diploma or GED, though an associate's or bachelor's degree in accounting or finance is often preferred for senior roles.