Invoicing Manager

Job description

Job Responsibilities of Invoicing Manager:-

Invoice Preparation & Management

1. Generate and Review Invoices: Ensure that all invoices are correctly generated based on contracts, agreements, and service delivery records.
   
   This includes verifying pricing, terms, and service delivery milestones.
2. Timely Invoice Submission: Manage the timely preparation and submission of invoices to clients.
   
   This involves adhering to billing cycles, ensuring deadlines are met, and tracking submissions.
3. Accurate Billing: Double-check that invoices align with client contracts, payment terms, and agreed-upon rates.
   
   Ensure the inclusion of taxes, discounts, and any other relevant charges.

2.

Client and Vendor Communication

1. Manage Client Inquiries: Address client queries regarding billing discrepancies, payments, or invoice clarifications.
   
   Foster a positive relationship with clients through transparent communication.
2. Coordinate with Internal Teams: Collaborate with departments like sales, procurement, legal, and finance to ensure invoicing aligns with contractual agreements, pricing, and service delivery timelines.
3. Coordinate with Vendors and Partners: Ensure that third-party vendors or subcontractors are invoiced correctly for services or products delivered, and track these payments.

3.

Payment Tracking & Collection

1. Monitor Outstanding Payments: Track overdue invoices and work with clients to ensure timely payment.
   
   Utilize reminders, follow-up calls, or email communications.
2. Dispute Resolution: Handle any invoicing disputes or delays and work to resolve these issues promptly to ensure smooth client relationships and consistent cash flow.
3. Record Payments: Update financial records with all received payments and ensure proper allocation of payments against corresponding invoices.

4.

Reporting & Financial Analysis

1. Prepare Reports: Generate regular reports detailing invoicing activities, outstanding invoices, aging reports, and revenue forecasts for management.
2. Account Reconciliation: Perform reconciliations between invoicing systems and financial records to ensure there are no discrepancies.
   
   Regularly update senior management on billing performance.
3. Analyze Billing Data: Review invoicing trends to identify potential inefficiencies, discrepancies, or areas for process improvement.

5.

Compliance & Documentation

1. Ensure Compliance: Ensure that invoicing adheres to both internal policies and external regulations, such as tax laws and industry standards.
   
   This is especially important in multinational or regulated environments (e.g., telecom or technology sectors).
2. Maintain Accurate Records: Safeguard all invoices, payments, and financial records.
   
   Ensure proper filing and archiving to comply with legal or audit requirements.

6.

Process Improvement & System Management

1. Optimize Invoicing Systems: Work with IT or finance teams to optimize the invoicing system for efficiency, reduce manual errors, and automate repetitive tasks.
2. Improve Billing Processes: Regularly assess and refine the invoicing process to reduce delays, errors, or inefficiencies, and ensure smooth execution.
3. Monitor and Update Billing Software: Ensure invoicing tools and software (such as SAP, Oracle, Amdocs, etc.) are functioning optimally, troubleshoot issues, and train teams on new features or processes.

7.

Audit and Internal Control

1. Support Internal Audits: Assist internal or external auditors by providing necessary documentation, explanations, and clarifications regarding invoicing and payment processes.
2. Ensure Financial Accuracy: Validate invoice data to ensure financial records are accurate and ready for audits, tax reporting, and financial reviews.

8.

Leadership & Team Management (If applicable)

1. Supervise Team Members: In larger companies, an invoicing manager may be responsible for overseeing a team of invoicing specialists.
   
   This could involve training, assigning tasks, and performance monitoring.
2. Mentor and Develop Staff: Provide guidance to the invoicing team on best practices, new procedures, and system updates to enhance their skills and efficiency.

Skills & Competencies for an Invoicing Manager:

1. Financial Expertise: Strong understanding of accounting principles, financial regulations, and invoicing processes.
2. Attention to Detail: Ability to ensure accuracy in every aspect of the invoicing process, minimizing errors.
3. Communication Skills: Clear and effective communication with clients, internal departments, and external stakeholders.
4. Problem-Solving Abilities: Skill in identifying and resolving invoicing issues or discrepancies quickly and efficiently.
5. Tech-Savvy: Familiarity with invoicing software, ERP systems (SAP, Oracle), and advanced MS Excel skills.
6. Leadership: If managing a team, leadership and the ability to motivate, train, and support staff are important.
7. Organizational Skills: Effective time management and the ability to prioritize tasks to meet deadlines.

Qualifications:

1. Bachelors Degree in Finance, Accounting, Business Administration, or a related field.
2. Previous experience (typically 3-5+ years) in invoicing, billing management, or a related role, preferably in sectors like telecom, technology, or services.
3. Familiarity with ERP systems (SAP, Oracle) and specialized invoicing software.
4. Knowledge of taxation and legal compliance related to billing and invoicing, especially if working with international clients.

Required Skill Profession

Financial Clerks