Invoice Processor Job Description [Updated for 2025]

In the modern business world, the focus on invoice processors is more critical than ever.

As financial operations advance, there is a growing demand for skilled individuals who can effectively manage, streamline, and secure our invoicing systems.

But let’s delve deeper: What is truly expected from an invoice processor?

Whether you are:

• A job seeker trying to understand the core of this role,
• A hiring manager outlining the perfect candidate,
• Or simply curious about the intricacies of invoice processing,

You’re in the right place.

Today, we present a customizable invoice processor job description template, designed for effortless posting on job boards or career sites.

Let’s dive right into it.

Invoice Processor Duties and Responsibilities

Invoice Processors are responsible for processing a company’s incoming invoices.

They must carefully review these invoices for accuracy, approve or deny payments, and work closely with other departments to ensure smooth financial operations.

Their daily duties and responsibilities include:

• Receiving and sorting incoming invoices
• Validating details of invoices, ensuring that they match purchase orders, contracts, and goods or services received
• Entering invoices into the accounting system and maintaining accurate digital and physical records of all transactions
• Reconciling processed invoices by verifying entries and comparing system reports to balances
• Communicating with suppliers or internal departments to resolve any invoice discrepancies or issues
• Preparing and processing payments for approved invoices
• Ensuring that all invoices are paid on time to maintain good relationships with suppliers
• Performing monthly reconciliations of accounts payable transactions
• Providing supporting documentation for audits
• Staying updated on new laws and regulations related to financial and tax requirements

 

Invoice Processor Job Description Template

Job Brief

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

The Invoice Processor’s responsibilities include validating invoice details, ensuring timely payments, and addressing discrepancies and queries related to invoices.

The ideal candidate has a strong understanding of billing procedures, excellent numerical skills, and an ability to maintain strict attention to detail.

 

Responsibilities

• Review invoices for accuracy and completeness
• Sort, code and match invoices to purchase orders
• Prepare and process electronic transfers and payments
• Maintain vendor files and correspond with vendors to resolve invoice discrepancies
• Monitor accounts to ensure payments are up to date
• Assist with month end closing and provide supporting documentation for audits
• Ensure compliance with company policies and applicable laws and regulations
• Maintain confidentiality of organizational information

 

Qualifications

• Proven working experience as an Invoice Processor
• Proficiency in MS Office, data entry, and administrative skills
• Strong understanding of basic accounting principles
• Accuracy and attention to detail
• Aptitude for numbers and ability to process large amounts of data
• High school degree or equivalent; Associate’s degree or relevant certification is a plus

 

Benefits

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

 

Additional Information

• Job Title: Invoice Processor
• Work Environment: Office setting with options for remote work. Some travel may be required for team meetings.
• Reporting Structure: Reports to the Accounts Payable Manager or Financial Controller.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $35,000 minimum to $55,000 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 Processor Do?

Invoice Processors work in the finance or accounting department of a company.

They are responsible for managing and processing invoices, a crucial step in the financial management of a business.

Their primary tasks involve receiving, verifying, and processing all incoming invoices from suppliers and vendors.

They ensure that all invoices are accurate, valid, and properly authorized before payment is made.

Invoice Processors also maintain and update financial records, including all transactions related to invoices.

They are the point of contact for queries regarding invoices and are responsible for resolving any discrepancies or issues.

They work closely with other team members, including accountants and procurement officers, to ensure that all transactions are accurately reflected in the financial system.

In some cases, Invoice Processors may also be tasked with preparing regular financial reports, assisting in audits, and supporting other financial management tasks.

Their job requires a strong understanding of financial processes, good numerical skills, and meticulous attention to detail.

They play a crucial role in maintaining the financial integrity of a company by ensuring that all invoices are processed correctly and in a timely manner.

 

Invoice Processor Qualifications and Skills

An adept invoice processor should possess a set of skills and qualifications that correlate with the role’s responsibilities, including:

• Strong numerical skills to accurately process invoices and payments, reducing errors.
• Proficiency in using financial software and databases to maintain records and process transactions.
• Outstanding attention to detail to ensure the accuracy of invoices and detect any discrepancies or anomalies.
• Exceptional organizational skills to manage a large volume of invoices, maintaining a well-organized and efficient filing system.
• Excellent time management skills to process invoices within stipulated timeframes and meet tight deadlines.
• Good communication skills to liaise with suppliers, clients, and internal departments for invoice-related queries and resolutions.
• Problem-solving skills to identify, investigate, and resolve any issues related to invoice processing.
• Knowledge of applicable financial regulations and standards to ensure compliance in all invoice processing activities.
• Customer service skills to handle inquiries or complaints from suppliers or internal departments professionally and efficiently.

 

Invoice Processor Experience Requirements

Invoice Processors typically require at least 1-2 years of experience in a similar role.

This can be acquired through internships or part-time roles that involve financial data entry, accounts payable, or other relevant financial operations.

In these roles, individuals often gain valuable experience in tasks such as data entry, processing invoices, and using various financial software applications.

Familiarity with accounting principles and procedures is also important.

Candidates with more than 3 years of experience are often considered to have advanced skills.

They are expected to have an in-depth understanding of the accounts payable process, be proficient in utilizing accounting software, and might have experience in auditing and reconciling invoices, as well as resolving any related issues.

Those with more than 5 years of experience in invoice processing are usually well-versed in all aspects of the role, including managing and training others.

Such professionals may be prepared for a supervisory or managerial position within the accounts payable department.

Additionally, some companies may require candidates to have specific certification, such as the Certified Accounts Payable Professional (CAPP) designation, which shows a higher level of proficiency and understanding in the field.

 

Invoice Processor Education and Training Requirements

Invoice Processors typically have a high school diploma or equivalent, with some positions requiring an associate’s degree or higher in accounting, finance, or a related field.

This role requires a strong understanding of basic accounting principles, and knowledge of invoice processing software and tools.

Proficiency in spreadsheet software like Excel is often a prerequisite for this role.

Some positions may require Invoice Processors to have prior experience in accounts payable, financial clerical work, or similar roles.

While not always necessary, certification in accounting or bookkeeping, like the Certified Bookkeeper (CB) designation, can give candidates a competitive edge.

Continuous education and professional development are key in this role, as staying updated on the latest financial software and accounting practices can significantly improve job performance.

 

Invoice Processor Salary Expectations

An Invoice Processor earns an average of $37,855 (USD) per year.

The actual salary can vary based on experience, proficiency in invoice processing software, company size, and geographical location.

 

Invoice Processor Job Description FAQs

What skills does an Invoice Processor need?

An Invoice Processor should have excellent data entry and organizational skills.

They must be detail-oriented to handle large volumes of invoices accurately.

They should possess good communication skills to interact with vendors and internal departments.

Basic mathematical skills, knowledge of accounting principles, and experience with accounting software are also crucial.

 

Do Invoice Processors need a degree?

While a degree is not always required, a bachelor’s degree in finance, accounting or a related field may be beneficial.

However, most employers prioritize experience in data entry, accounts payable, or similar roles.

Invoice Processors also need a thorough understanding of invoicing systems and procedures, which can be gained through on-the-job experience.

 

What should you look for in an Invoice Processor resume?

A quality Invoice Processor resume should showcase experience in accounts payable or a related field.

Look for demonstrated skills in data entry, accounting software, and familiarity with invoicing procedures.

Additional qualifications can include strong problem-solving skills, attention to detail, and the ability to handle multiple tasks simultaneously.

 

What qualities make a good Invoice Processor?

A good Invoice Processor is highly detail-oriented and organized, ensuring that every invoice is processed accurately and on time.

They should also possess excellent communication skills, as they will often need to liaise with other departments or external vendors.

Furthermore, a good Invoice Processor is adaptable and can handle changes in the invoice process or sudden increases in workload effectively.

 

What are the daily duties of an Invoice Processor?

An Invoice Processor typically starts their day by reviewing any new invoices received and verifying their accuracy.

They then input the data into the company’s accounting software, ensuring it’s correctly categorized and coded.

They also resolve any invoice discrepancies, coordinate with vendors, and prepare reports on invoice activities.

At the end of the day, they check all processed invoices for errors to ensure accuracy before finalizing them.

 

Conclusion

There you have it.

Today, we’ve pulled back the covers on what it really means to be an invoice processor.

Guess what?

It’s not just about crunching numbers.

It’s about ensuring the smooth financial functioning of a company, one invoice at a time.

Equipped with our ready-to-use invoice processor job description template and real-world examples, you’re all set to take the leap.

But why limit yourself?

Take a deeper dive with our job description generator. It’s your one-stop solution for creating precision-crafted job listings or fine-tuning your resume to perfection.

Remember:

Every invoice processed is a step towards an organized financial future.

Let’s build that future. Together.

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