A Billing Clerk in a wholesale company manages the preparation and issuance of invoices for products sold to clients. They ensure accurate recording of sales transactions, verify billing data, and resolve discrepancies to maintain proper account balances. Their role supports efficient financial operations by coordinating with sales and accounting departments to facilitate timely payments.
Generate and issue customer invoices
Generate and issue customer invoices accurately and promptly to ensure timely payment and maintain cash flow. Review billing details for accuracy and resolve any discrepancies or customer inquiries efficiently. Utilize invoicing software and maintain organized records to support financial reporting and audits.
Verify sales orders and billing data
Ensure accurate verification of sales orders and billing data to maintain consistency between customer requests and invoicing records. Utilize advanced data validation tools to identify discrepancies and coordinate with sales and finance teams for prompt resolution. Maintain up-to-date documentation and audit trails to support smooth order processing and billing accuracy.
Manage accounts receivable records
Effectively manage accounts receivable records by ensuring accurate data entry, timely invoicing, and consistent follow-up on outstanding payments. Utilize accounting software such as QuickBooks or SAP to track transactions and generate detailed financial reports. Maintain strong communication with clients to resolve billing discrepancies and optimize cash flow for business stability.
Process payment receipts and allocations
Process payment receipts by accurately recording and verifying transaction details to ensure proper financial documentation. Allocate payments to corresponding accounts or invoices promptly, maintaining up-to-date records for effective account reconciliation. Strong attention to detail and proficiency with accounting software are essential for managing payment allocation efficiently.
Reconcile billing discrepancies
Resolve billing discrepancies by thoroughly analyzing invoices and payment records to ensure accuracy and consistency. Collaborate with finance and customer service teams to identify root causes and implement corrective actions, enhancing overall billing processes. Maintain detailed documentation of reconciliation activities to support audits and improve financial reporting accuracy.
Prepare monthly billing reports
Prepare monthly billing reports by accurately compiling financial data and verifying transaction details to ensure billing accuracy. Collaborate with the finance team to resolve discrepancies and support timely invoicing processes. Utilize advanced spreadsheet tools and billing software to streamline reporting and enhance data accuracy.
Communicate with customers regarding invoices
Effectively manage customer invoice communication by promptly addressing inquiries and providing clear explanations of billing details. Maintain accurate records of all interactions and resolve discrepancies to ensure timely payment processing. Utilize CRM tools to track correspondence and enhance customer satisfaction through professional and transparent communication.
Update billing system with transaction details
Update the billing system by accurately entering transaction details including customer data, payment amounts, and timestamps to ensure financial records are current and reliable. Verify transaction accuracy to prevent errors that could affect client accounts or financial reporting. Utilize the billing software's features to streamline data entry processes and maintain compliance with company policies.
Collaborate with sales and warehouse teams
Work closely with sales and warehouse teams to ensure seamless coordination of inventory management, order fulfillment, and customer service. Utilize strong communication skills to align goals, resolve discrepancies, and optimize workflow efficiency. Prioritize timely information exchange to support accurate demand forecasting and improve overall operational performance.
Ensure compliance with company billing policies
Maintain billing compliance by accurately adhering to company policies and procedures, ensuring all invoices are processed promptly and correctly. Monitor transactions to prevent errors or discrepancies, and collaborate with finance and sales teams to resolve billing issues efficiently. Implement regular audits and updates to billing protocols to support financial integrity and customer satisfaction.