Invoicing Clerk Job Description
Invoicing clerks perform various activities to support a company’s accounting department and billing processes. They issue invoices and credit memos, update customer records, and send out monthly billing statements. Invoicing clerks also prepare documents, track expenses, and handle incoming customer calls. Self-motivated people who like numbers and have an eye for detail will thrive in this role. Excellent invoicing clerks are able to work independently and as part of team. Companies of all sizes from many different industries hire invoicing clerks to keep their financial processes running smoothly. Most invoicing clerks work full time in an office environment.
Invoicing Clerk Duties and Responsibilities
No two invoicing clerks are exactly alike, as specific skills vary from employer to employer. However, after analyzing online job postings, we identified several core duties and responsibilities common to the job:
Perform Daily Invoicing Functions
Invoicing clerks perform daily invoicing functions within the accounting or sales division of a company. They support accounts payable and accounts receivable by generating accurate, complete, and timely invoices using billing software.
Resolve Billing Errors
Invoicing clerks research and fix billing errors. They issue debit and credit items to resolve these errors. When needed, an invoicing clerk will actively work with other staff to get needed documents and respond to customer requests outside of a normal billing period.
Update Financial Databases
Invoicing clerks prepare vouchers, receipts, and checks by entering details into a company’s financial system. On a daily basis, they update contracts and add new customer accounts. Invoicing clerks are responsible for maintaining current records of collected payments, sent invoices, and updated customer information.
Support Financial Staff
Providing support to accountants, invoicing supervisors, bookkeepers, and other financial workers within a company is a key responsibility of invoicing clerks. They work with other employees to share workloads, answer questions, and solve billing issues.
Perform General Administrative Duties
When requested, invoicing clerks perform many administrative duties, such as facilitating audits and checking inventory. They also prepare reports, assist in account collection, and file records. An invoice clerk also responds to general customer calls when needed.
Invoicing Clerk Skills and Qualifications
Invoicing clerks should be self-motivated and diligent with strong organization skills. Employers seek candidates with a high school diploma and at least two years of clerical office or customer service experience. The following skills are essential to getting the job done:
- Accounting – invoicing clerks work with numbers on a frequent basis
- Invoice generation – generating purchase orders, invoices, and other financial documents is the primary responsibility of invoicing clerks
- Communication skills – invoicing clerks communicate with vendors, clients, and other staff to resolve billing inaccuracies, so they need excellent written and verbal communication skills
- Math skills – making quick and accurate math calculations is essential for job success
- Customer service – invoicing clerks need the ability to interface with customers in a clear and pleasant way
- Data entry – most invoicing clerks perform data entry using computer software
- Administrative skills – general administrative and clerical work is a common task for invoicing clerks
- Organization skills – invoicing clerks must be excellent multitaskers who are able to prioritize and execute many assignments in quick and efficient manner
Tools of the Trade
Invoicing clerks are comfortable using the following software and equipment in a typical workday:
- Microsoft Office (Word, Excel, Outlook)
- Desktop computers
Invoicing Clerk Education and Training
Most invoicing clerks have a high school diploma or GED equivalent. Employers seek candidates with one to two years of experience working in a clerical or customer service setting.
Some organizations prefer applicants with an accounting or business-related associate’s degree. Many organizations offer on-the-job training to candidates who meet their criteria. College-level accounting or bookkeeping courses can equip a person with the math skills needed to succeed in this role.
Invoicing Clerk Salary and Outlook
According to the Bureau of Labor Statistics (BLS), the median annual salary for invoicing clerks is $38,680. The lowest 10 percent of earners make less than $26,220. The highest 10 percent of workers earn more than $59,070. Employment for invoicing clerks is expected to grow 9 percent through 2026. The BLS notes that this rate of growth is about as fast as average for all occupations. Since invoicing clerks contact customers, their positions are less susceptible to automation and should keep pace with the overall economy.
We searched the web to find the best industry resources to help you continue exploring a career as an invoicing clerk. From thought leaders to industry groups, this list is packed with opportunities to learn, connect, and engage:
Association for Financial Professionals – join AFP to network with over 6,500 finance professionals and get free training and career resources that will help your secure an attractive position
Financial Accounting for Dummies – invoicing clerks need strong financial accounting skills. With this book, you can review easy-to-understand examples that will teach you the terminology, concepts, and financial statements that these professionals use every day
Invoice Clerk Red-Hot Career Guide – land your next invoicing clerk job with time-tested interview questions and tips that will prepare you to impress a potential employer
Billing and Posting Clerk Career: The Insider’s Guide to Finding a Job at an Amazing Firm, Acing the Interview & Getting Promoted – this book uses clear, easy-to-follow steps to help you understand the many topics you need to know to win your dream job as an invoicing clerk and be the first in line for a promotion
American Accounting Association – AAA is a premier community for accountants. You can read through its free archive featuring the latest industry news and techniques that are sure to come in handy on the job
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