Invoicing Clerk Job Description [Updated for 2025]

In the ever-evolving business landscape, the role of an invoicing clerk has become increasingly critical.

As financial transactions accelerate, the demand for skilled individuals who can manage, process, and maintain our invoicing systems grows stronger.

But let’s delve deeper: What’s truly expected from an invoicing clerk?

Whether you are:

• A job seeker trying to understand the core of this role,
• A hiring manager detailing the perfect candidate,
• Or simply interested in the behind-the-scenes of invoice management,

You’re in the right place.

Today, we present a customizable invoicing clerk job description template, designed for convenient posting on job boards or career sites.

Let’s get started.

Invoicing Clerk Duties and Responsibilities

Invoicing Clerks are responsible for issuing invoices to customers, receiving payments, and managing financial records.

They use accounting skills and attention to detail to manage important financial transactions.

Invoicing Clerks have the following duties and responsibilities:

• Prepare customer invoices, ensuring accuracy of information
• Issue invoices to customers through various channels (mail, e-mail, etc.)
• Review purchase orders, sales tickets, charge slips, or hospital records to compute fees or charges due
• Receive and record payments from customers
• Resolve discrepancies between records and customer statements
• Prepare and update a record of the status of issued invoices
• Coordinate with other departments to ensure billing accuracy
• Send reminders for payments and contact customers when payment is overdue
• Report on activity to upper management
• Ensure all client information is up to date
• Follow up with customers to address inquiries or issues
• Maintain and organize digital and physical financial records

 

Invoicing Clerk Job Description Template

Job Brief

We are seeking a diligent and detail-oriented Invoicing Clerk to manage our billing operations.

Your responsibilities will include creating invoices, sending them to customers, and managing customer payments.

The ideal candidate will have a strong aptitude for numerical data, excellent attention to detail, and strong organizational skills.

The role of the Invoicing Clerk is to ensure that the company’s billing operations run smoothly and that payments are collected in a timely manner.

 

Responsibilities

• Prepare and issue invoices to customers
• Verify accuracy of billing data and revise any errors
• Process payments and update customer records
• Perform account reconciliations
• Monitor customer account details for non-payments, delayed payments, and other irregularities
• Follow up on, collect, and allocate payments
• Communicate with customers regarding billing issues
• Provide customer service and support
• Maintain accounting ledgers as required

 

Qualifications

• Proven experience as an Invoicing Clerk or similar role
• Understanding of basic bookkeeping and accounting principles
• Proficiency in MS Office, particularly MS Excel
• Data entry skills along with a knack for numbers
• High degree of accuracy and attention to detail
• High school diploma; additional qualification as an Accounting assistant or a degree in Finance, Accounting or Business Administration will be a plus

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
Retirement plan
• Paid time off
• Opportunity for advancement

 

Additional Information

• Job Title: Invoicing Clerk
• Work Environment: Office setting with options for remote work. Some travel may be required for team meetings.
• Reporting Structure: Reports to the Billing Manager or Accounting Supervisor.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $35,000 minimum to $45,000 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 Invoicing Clerk Do?

Invoicing Clerks, also known as Billing Clerks, typically work in the accounting or finance department of organizations across a range of industries.

Their primary role is to prepare and issue invoices for goods and services provided by the company.

This involves reviewing purchase orders, price lists, and terms of payment to ensure accurate billing.

They work closely with other members of the accounting team to ensure that all transactions are recorded properly and also collaborate with sales and customer service departments to resolve any discrepancies in invoices.

Invoicing Clerks are often responsible for sending out invoices to clients, either by post, email, or through an automated system.

They also monitor accounts to ensure payments are up to date and follow up on overdue payments.

They are generally tasked with maintaining and updating customer records, including billing addresses and payment methods.

In addition, they may also be involved in the preparation of reports and summaries for management, showing income, amounts to be collected, and outstanding balances.

Accuracy and attention to detail are crucial skills for an Invoicing Clerk, as they play a key role in a company’s financial operations.

 

Invoicing Clerk Qualifications and Skills

An efficient Invoicing Clerk should have the skills and qualifications that align with your job description, such as:

• Strong numerical and analytical skills to manage, prepare, and process invoices with accuracy.
• Good computer literacy, particularly in financial software and MS Office, to handle electronic invoices and use spreadsheets effectively.
• High attention to detail and excellent organization skills to handle a large volume of invoices and ensure that all records are up-to-date and accurate.
• Good interpersonal and communication skills to interact with customers, suppliers, and internal staff on invoice-related matters.
• Customer service skills to address client queries and concerns relating to invoices and payments.
• Understanding of accounting and financial processes, including accounts receivable, to ensure all invoicing activities comply with financial policies and regulations.
• Ability to work under pressure and prioritize tasks to meet deadlines.
• Problem-solving skills to identify discrepancies in invoices and resolve any issues promptly.

 

Invoicing Clerk Experience Requirements

Invoicing clerks often need at least 1-2 years of experience in an administrative or clerical role.

This experience can often be gained through internships, part-time roles, or entry-level positions in a variety of industries.

During this time, invoicing clerks should develop their skills in data entry, basic bookkeeping, and the use of various accounting software programs.

They may also gain experience with specific tasks such as processing invoices, reconciling accounts, or managing payments.

Candidates with more than 2-3 years of experience often have a strong understanding of financial procedures and have developed their attention to detail and organizational skills.

They may also have experience with more advanced tasks, such as resolving invoice discrepancies, maintaining financial records, or preparing reports.

Those with more than 5 years of experience often have significant experience in financial administration.

They may have some leadership experience, such as overseeing a team of clerks, and may be ready for a supervisory or management role in the financial department.

In addition to these experience requirements, many employers prefer invoicing clerks who have an associate’s degree or higher in accounting, finance, or a related field.

 

Invoicing Clerk Education and Training Requirements

Invoicing Clerks typically require a high school diploma or GED.

Further education, although not mandatory, in areas such as finance, accounting, or business administration can be beneficial.

They need to have basic understanding of accounting principles and procedures, and must be proficient in using computer software like Microsoft Excel.

Knowledge of specific invoicing software could also be essential, depending on the organization’s preference.

Invoicing Clerks should also possess good mathematical skills, accuracy, and attention to detail.

Employers often provide on-the-job training to acquaint new hires with company-specific invoicing procedures and software.

While not always required, certifications in bookkeeping or accounting can boost job prospects and demonstrate a commitment to the profession.

This can be particularly beneficial for those aspiring to advance to positions such as senior clerk or accounts receivable supervisor.

Continuing education to stay updated with current tax laws, regulations and technology trends is also advantageous for an Invoicing Clerk.

 

Invoicing Clerk Salary Expectations

An Invoicing Clerk can expect to earn an average salary of $37,876 (USD) per year.

However, the exact amount may vary based on factors such as level of experience, educational background, and the specific geographical location.

 

Invoicing Clerk Job Description FAQs

What skills does an invoicing clerk need?

Invoicing clerks need to have excellent organizational skills to manage and track various invoices.

They also need to possess keen attention to detail to ensure accurate processing of invoices and to identify any discrepancies.

In addition, they should have good communication skills to liaise with suppliers and clients, and a proficiency in using financial software and Excel.

 

Do invoicing clerks need a degree?

Invoicing clerks do not necessarily need a degree, but a high school diploma or its equivalent is generally required.

Some companies may prefer candidates with an associate’s or bachelor’s degree in business, accounting, or a related field.

Practical experience in bookkeeping or invoicing can be a significant advantage.

 

What should you look for in an invoicing clerk resume?

An invoicing clerk resume should highlight experience with accounts payable/receivable and invoice processing.

Proficiency in software like QuickBooks or other accounting software should be indicated.

Look for solid math skills, attention to detail, and proven ability to meet deadlines.

Experience in customer service or a role that required direct communication with clients may be beneficial as well.

 

What qualities make a good invoicing clerk?

A good invoicing clerk is accurate, reliable, and efficient.

They understand the importance of meeting deadlines and are able to handle multiple tasks at once without making errors.

They are also good communicators, able to liaise effectively with clients and suppliers, and resolve issues promptly.

An understanding of financial processes, confidentiality, and a commitment to ongoing learning are also important qualities.

 

What are the daily duties of an invoicing clerk?

On a typical day, an invoicing clerk would check and verify invoices, prepare bills and invoices for sales or services rendered, follow up on overdue accounts, monitor customer accounts for timely payments, and maintain invoice and payment records.

They might also communicate with clients and suppliers to address any discrepancies in invoices and payments.

 

Conclusion

And there you have it.

Today, we’ve delved into the intricate workings of an invoicing clerk’s role.

And guess what?

It’s not just about organizing and processing invoices.

It’s about ensuring smooth financial operations, one invoice at a time.

With our hands-on invoicing clerk job description template and real-world examples, you’re well-equipped for your next step.

But why limit yourself here?

Explore further with our job description generator. It’s your essential tool for crafting accurate job listings or fine-tuning your resume to perfection.

Remember:

Every invoice processed contributes to the financial health of a business.

Let’s ensure that prosperity, together.

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