The Invoice Auxiliary is responsible for supporting the invoicing process by ensuring the accurate and timely preparation, processing, and filing of invoices. This role involves verifying billing details, maintaining invoice records, resolving discrepancies, and assisting with customer communications. The Invoice Auxiliary collaborates with other departments, such as accounting and sales, to ensure that all invoices are aligned with company policies and customer agreements.
Key Responsibilities:
-Invoice Preparation and Issuance
-Prepare and issue invoices based on sales orders, contracts, or customer agreements.
Ensure that all invoices are accurate, complete, and compliant with applicable regulations and company policies.
Apply appropriate taxes, discounts, and other billing elements as needed.
Data Entry and Record Maintenance
Input invoice details into the accounting or invoicing system with precision.
Maintain organized and accurate records of all invoices, credit notes, and billing correspondence.
Update customer profiles and billing information as necessary.
Invoice Verification
Review sales data, purchase orders, and contracts to verify the accuracy of invoice details.
Reconcile discrepancies between invoices, purchase orders, and payments.
Coordinate with the sales or delivery teams to clarify any inconsistencies.
Payment Tracking and Follow-Up
Monitor customer payments and outstanding invoices.
Assist in generating reports for accounts receivable and follow up on overdue payments.
Communicate with customers regarding invoice-related inquiries or payment delays.
Support Month-End and Year-End Billing Processes
Assist in month-end and year-end invoicing procedures, ensuring all invoices are processed before closing periods.
Provide support in reconciling invoice records for financial reporting purposes.
Customer Service
Respond to customer inquiries about invoices, payments, and billing terms.
Work closely with customers to resolve billing disputes or discrepancies promptly and professionally.
Collaboration with Other Departments
Work with the accounting, sales, and customer service teams to ensure smooth invoicing operations.
Provide support to the finance team during audits or in reviewing invoice records.
Requirements:
High school diploma or equivalent (associate's degree in accounting or finance preferred).
Experience in invoicing, billing, or accounting.
Strong attention to detail and accuracy.
Proficiency in Microsoft Office, particularly Excel, and experience with accounting or invoicing software.
Excellent communication and organizational skills.
Ability to manage multiple tasks and meet deadlines.
Schedule:
Monday to Friday de 8 a 5pm
On-site