Invoice Clerk Job Description [Updated for 2024]

invoice clerk job description

In the fast-paced realm of business, the role of Invoice Clerks is more crucial than ever.

As financial transactions continue to evolve, the need for competent professionals who can effectively manage, produce, and monitor these financial documents grows exponentially.

But what does an Invoice Clerk job truly entail?

Whether you are:

  • A job seeker trying to understand the intricacies of this position,
  • A hiring manager outlining the ideal attributes of a candidate,
  • Or simply curious about the behind-the-scenes of invoice management,

You’ve come to the right place.

Today, we present a customizable Invoice Clerk job description template, crafted for easy posting on job boards or career sites.

Without further ado, let’s dive in.

Invoice Clerk Duties and Responsibilities

Invoice Clerks are primarily responsible for managing and processing invoices in an organization.

Their work helps in maintaining financial accuracy and business efficiency.

They often have the following duties and responsibilities:

  • Review purchase orders and shipment contents before preparing invoices
  • Prepare, issue, and send out receipts, bills, policies, invoices, warranties, and other financial documents
  • Check the accuracy of all billing and shipping data
  • Keep track of all payments and expenditures, purchase orders, invoices, statements, etc.
  • Ensure that all payments received are recorded and processed correctly
  • Communicate with clients regarding billing issues and disputes, and work towards their resolution
  • Maintain and update records and databases with financial, product, and client information
  • Perform administrative duties, such as answering phone calls, responding to emails, and providing assistance to the financial department
  • Prepare reports on billing activity and status

 

Invoice Clerk Job Description Template

Job Brief

We are seeking a detail-oriented Invoice Clerk to manage our company’s billing operations.

The Invoice Clerk’s responsibilities include preparing invoices for customers, processing and monitoring incoming payments, and securing revenue by verifying and posting receipts.

Our ideal candidates have a strong aptitude for numerical data, demonstrate a high level of accuracy in their work, and are comfortable with financial data analysis.

Ultimately, the role of the Invoice Clerk is to ensure all billing activities comply with company standards and policies, while providing excellent service to our customers.

 

Responsibilities

  • Prepare and issue invoices to customers
  • Process and monitor incoming payments and secure revenue by verifying and posting receipts
  • Perform day-to-day financial transactions, including verifying, classifying, computing, posting, and recording accounts receivable data
  • Prepare bills, invoices and bank deposits
  • Reconcile accounts receivable ledger to ensure all payments are accounted for and properly posted
  • Generate financial statements and reports detailing accounts receivable status
  • Resolve any issues or discrepancies with billing and invoices
  • Maintain accurate and up-to-date customer information

 

Qualifications

  • Proven working experience as an Invoice Clerk
  • Solid understanding of basic accounting principles and accounts receivable
  • Proven ability to calculate, post, and manage accounting figures and financial records
  • Data entry skills along with a knack for numbers
  • Proficient in MS Office, particularly Excel
  • High degree of accuracy and attention to detail
  • BS degree in Finance, Accounting or Business Administration is a plus

 

Benefits

  • 401(k)
  • Health insurance
  • Dental insurance
  • Retirement plan
  • Paid time off
  • Professional development opportunities

 

Additional Information

  • Job Title: Invoice Clerk
  • Work Environment: Office setting. Some travel may be required for training or meetings.
  • Reporting Structure: Reports to the Accounts Receivable Manager or Finance Manager.
  • Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
  • Pay Range: $30,000 minimum to $50,000 maximum
  • Location: [City, State] (specify the location or indicate if remote)
  • Employment Type: Full-time
  • Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
  • Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What does an Invoice Clerk do?

Invoice Clerks are essential members of the finance department in a company.

They work closely with the finance team and other departments to manage the company’s billing activities.

Their primary responsibility is to prepare and issue invoices for goods and services that a company provides.

This includes validating billing data, calculating charges, and itemizing statements or invoices.

They are also responsible for maintaining accurate and updated customer records.

This may involve entering and updating customer data in the company’s database and ensuring that all necessary paperwork is appropriately filed.

Invoice Clerks also handle customer queries related to billing issues.

They may have to communicate with customers to clarify billing discrepancies, process adjustments, and ensure timely payment.

Additionally, Invoice Clerks often work with the sales and shipping departments to ensure accuracy in invoices and support the resolution of any delivery issues.

They also assist in account reconciliation by confirming and checking the accuracy of transactions.

They need to be well-organized, detail-oriented, and comfortable dealing with financial data.

They also need to have a good understanding of accounting procedures and be proficient in relevant computer software.

 

Invoice Clerk Qualifications and Skills

An Invoice Clerk should have a combination of technical skills, interpersonal abilities and a keen eye for detail.

These include:

  • Exceptional attention to detail, ensuring all invoices are accurate and correctly processed.
  • Strong numeracy skills to accurately calculate figures and financial records.
  • Proficiency in using accounting software and other computer applications such as spreadsheets and databases.
  • Excellent organizational skills to manage multiple invoices and payments, and to keep track of all transactions.
  • Good communication skills to liaise with other departments, suppliers and clients regarding invoice queries and payments.
  • Understanding of financial regulations and procedures, including the principles of bookkeeping and accounting.
  • Ability to work under pressure and meet tight deadlines without compromising on the accuracy of work.
  • Problem-solving skills to identify and rectify discrepancies in invoices and payments.
  • Customer service skills for interacting professionally and courteously with external and internal clients.

 

Invoice Clerk Experience Requirements

Invoice Clerks often gain their initial experience through administrative or clerical roles, where they acquire a solid foundation in data entry, document management, and basic accounting principles.

Entry-level candidates may have 1 to 2 years of experience, often through an internship or part-time role in a finance or accounting department.

These professionals can also gain on-the-job experience in roles such as Administrative Assistant, Accounts Receivable Clerk, or Bookkeeper.

Candidates with more than 3 years of experience often develop their skills in handling invoices, processing payments, and using financial software in an Invoice Clerk or related role.

Those with more than 5 years of experience may have some leadership experience and a deep understanding of billing procedures, making them suitable for roles such as Billing Supervisor or Accounts Receivable Manager.

They are typically well-versed in financial regulations and have a track record of accuracy in handling financial documents.

All Invoice Clerks should ideally have experience with relevant software such as QuickBooks or Microsoft Excel, and a strong attention to detail.

 

Invoice Clerk Education and Training Requirements

Invoice Clerks typically require a high school diploma or equivalent education.

They often gain their skills on the job, and previous clerical experience can be beneficial.

Knowledge in accounting, finance, or bookkeeping can be advantageous, although not always necessary, as many employers provide on-the-job training.

This training usually covers the company’s specific invoicing procedures, use of accounting software, and other administrative tasks.

In some cases, employers may prefer candidates who have completed some college coursework in accounting or a related field.

An associate’s degree in business or accounting can provide a solid foundation for a career as an Invoice Clerk.

Proficiency in computer software, such as Microsoft Office Suite (especially Excel), and familiarity with accounting software like QuickBooks, can be beneficial.

Although not required, Invoice Clerks may choose to pursue certification through programs like the Certified Bookkeeper designation offered by the American Institute of Professional Bookkeepers.

This certification demonstrates their competence and commitment to the profession.

Continual learning and staying updated with new software and invoicing methods is important in this role.

 

Invoice Clerk Salary Expectations

The average salary for an Invoice Clerk is $38,000 (USD) per year.

However, the actual earnings may vary depending on factors such as work experience, the employer, and the geographical location.

 

Invoice Clerk Job Description FAQs

What skills does an invoice clerk need?

Invoice clerks should possess excellent organizational and mathematical skills as they are responsible for maintaining and managing financial records.

They should also have excellent attention to detail to ensure accuracy in invoices.

Additionally, invoice clerks should be proficient in using financial software and have strong communication and interpersonal skills to interact with clients and colleagues effectively.

 

Do invoice clerks need a degree?

While a degree is not always required, many employers prefer to hire invoice clerks with an associate degree in accounting, finance, or a related field.

However, a high school diploma or equivalent combined with relevant work experience may also be acceptable.

Additionally, a good understanding of accounting and financial principles is a must for this role.

 

What should you look for in an invoice clerk resume?

A resume for an invoice clerk should highlight experience in handling invoices, financial records and data entry.

Proficiency in financial software and Microsoft Office, particularly Excel, is also important.

Look for evidence of strong organizational skills, attention to detail, and knowledge of basic accounting principles.

A candidate who has obtained a certification or degree in a relevant field is often preferred.

 

What qualities make a good invoice clerk?

A good invoice clerk is highly organized and detail-oriented, as they are responsible for maintaining accurate financial records.

They should also have strong mathematical skills to handle calculations correctly.

Additionally, they should be trustworthy and reliable, given the sensitive nature of the financial data they handle.

Good communication skills are also important as they often need to interact with clients and other departments.

 

What are the daily duties of an invoice clerk?

On a typical day, an invoice clerk might start by checking and responding to emails, particularly those related to billing inquiries.

They review, verify, and input invoices, ensuring that all details are accurate.

They may also prepare and send invoices to clients, resolve any invoice discrepancies, and maintain and update financial records.

In some cases, they may also assist in preparing reports and other financial documents.

 

Conclusion

So there you have it.

Today, we’ve unraveled the intricacies of what it truly means to be an invoice clerk.

And guess what?

It’s not just about crunching numbers.

It’s about shaping the financial backbone of a business, one invoice at a time.

With our comprehensive invoice clerk job description template and real-world examples, you’re all set to make your mark.

But why stop there?

Dive deeper with our job description generator. It’s your next step to meticulously crafted job listings or refining your resume to perfection.

Remember:

Every invoice is a key to the financial health of a business.

Let’s shape that future. Together.

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