Billing Clerk Job Description: Top Duties and Requirements

A Billing Clerk, or Accounts Receivable Clerk, works in the finance department to generate invoices, credit memos, and updates customer information or accounting records. Their duties include being the first point of contact for specific customers, answering account-specific queries, and sending payment reminders to clients.

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Billing Clerk duties and responsibilities

A Billing Clerk is mainly responsible for issuing monthly statements and updating customer records with the most current invoices, bills, and relevant contact information. These professionals are also expected to keep track of transactions and follow up on or reconcile discrepancies between shipping logs and invoice registers. Some of their other regular duties include:

  • Collating, preparing, and issuing information related to customer accounts, including invoices, bills, inventory records, account reports, and any other relevant financial statements, using computerized or manual systems
  • Adjusting customer payments in the accounts receivable system to ensure accounts are credited correctly 
  • Reconciling sales order records with shipping documents to ensure clients are billed correctly for purchased and transferred items
  • Following up through emails or phone calls with delinquent customers on overdue bills and agreeing on payment schedules where necessary
  • Operating database software and electronic billing systems to review financial data, correct discrepancies, and reconcile accounts appropriately
  • Preparing, printing, and mailing invoices to customers while applying special rates or discounts to specific bills
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Billing Clerk Job Description Examples:

 

Example 1

Job Description: In accordance with the Mission, Vision and Values, and strategic directions of Vancouver Island Health Authority patient safety is a priority and a responsibility shared by everyone at VIHA and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. This position performs a variety of routine duties relating to accounts receivable, billing, and/or cash receipting. Duties include entering accounts receivable and billing data into a computerized system, calculating billings, reconciling and balancing billings and accounts receivable, maintaining related records, following up on overdue accounts as directed, depositing receipts, and maintaining petty cash. Qualifications: Education, Training And Experience Grade 12, successful completion of a recognized accounting course and two years' recent related experience or an equivalent combination of education, training and experience. Skills And Abilities Ability to keyboard at 45 wpm Ability to communicate effectively both verbally and in writing. Ability to deal with others effectively. Physical ability to carry out the duties of the position. Ability to supervise. Ability to organize work. Ability to operate related equipment. Job Requirements:

Example 2

Status: Casual Term Term: Up to 4 Months Shift: Monday - Friday (7:00 AM - 3:30PM) In your role as the Inbound Billing Clerk, Days, at The North West Company (NWC), you’re an integral part of our warehouse operations and activities. Your work ensures an increase in efficiency and profitability to increase satisfaction amongst our customers. Joining NWC gives you the opportunity for growth and development throughout the company, a competitive salary and benefits package, and to be part of a dynamic and diverse culture. The North West Company is a leading retailer to under-served rural communities and urban neighborhood markets in the following regions: Northern Canada, Western Canada, rural Alaska, the South Pacific islands, and the Caribbean. Our stores offer a broad range of products and services with an emphasis on food. Our value offer is to be the best local shopping choice for everyday household and local lifestyle needs. Check out northwest.ca for more information. Your Role: Performs a variety of clerical functions, such as filing, faxing, photocopying, E-mailing and answering phones; Traces shipments; Runs weekly and monthly reports; Feedback Westco req’s; Enter DSD in Red Prairie and Freight payables; Books appointments for both GM and grocery; Work with outside vendors and Company buyers; Run trailer reports for off-loading of grocery product; Handle Grocery Swampers; Work with Company Shunt driver; Performs Inbound Receiving Department functions including trailers, strapping and sorting cartons; Processes merchandise to proper locations for shipping; Operates hand held computers; Assists in maintaining a clean and safe work environment; and, Other duties as assigned. Desired Skills & Experience: Demonstrated numeric and alphanumeric keyboarding skills and basic proficiency in MS Office Suite with an emphasis on Excel, Word, and Outlook; Previous office administrative experience is required; Strong organizational skills with the ability to prioritize workloads under tight deadlines; Excellent communication and interpersonal skills with a demonstrated ability to provide superior customer service to both internal and external customers; Ability to work effectively and efficiently in a team or independently; High attention to detail with the ability to follow set procedures and instructions; Demonstrated problem solving and analytical skills required; Able to adapt easily to a fast paced warehouse environment; Willing to accept and able to complete additional training courses as required; Willing to learn other department tasks and assist when required; and, Flexibility to work call-in shifts is considered an asset. Location: Winnipeg Logistics Service Centre, 100 Murray Park Road, Winnipeg, MB Reports to: Dock Operations Supervisor You may include your resume and cover letter together as a single document. A competitive salary is being offered along with opportunities to learn, develop and advance throughout the organization. We thank all applicants for their interest; however only those selected for an interview will be contacted.

Example 3

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 Job Type: Full-time Salary: per year Benefits: * Dental care * Extended health care * On-site parking * Vision care Experience: * Accounts Receivables: 1 year (preferred) Work remotely: * No

Example 4

Company Profile Titanium is a leading asset-based transportation and logistics company servicing Canada and the United States, with approximately 800 power units, over 3,000 trailers and over 1,100 employees and independent owner operators. Titanium provides truckload, dedicated, and cross-border trucking services, freight logistics, and warehousing and distribution to over 1,000 customers. Titanium is a recognized consolidator of asset-based transportation companies, having completed eleven (11) asset-based trucking acquisitions since 2011. Titanium has also been ranked by Canadian Business (formerly Profit magazine) as one of Canada's Fastest Growing Companies for twelve (12) consecutive years and in 2020 was recognized by Financial Times' as one of America's Fastest-Growing Companies. Summary OF Position The Clerk, Billing will provide financial and administrative support to the billing team, involving general clerical assignments. They will to ensure efficient, timely and accurate processing invoices and credit memos. Experience working with Great Plains and TMW software would be considered an asset for this role. Qualifications AND Requirements 3-5 years of experience working in a Billing role is preferred Completion of post-secondary studies in related field would be considered an asset Strong verbal and written English communication skills with the ability to be assertive and manage escalated customer interactions Ability to work with and manage confidential information and use independent judgment Proficient with the use of a computer, including but not limited to the use of Microsoft Office Software (Outlook, Excel, Word, PowerPoint) Experience working with TMW and Great Plains software would be considered an asset Ability to communicate effectively with others and work as a member of a team Proven leadership skills, with the ability to liaise with all levels of staff to achieve department objectives Strong ability to multi-task and effectively manage work requirements Experience working within the transportation industry would be considered an asset Essential Duties AND Collect, sort and file all information needed to calculate bills receivables Verify the data input in the accounting system to ensure accuracy of final bill Issue invoices and bills and send them to customer communicating through all forms of contact Issue customer account statements as needed With the use of various software, manage customer database and monitor all account activities, including investigating payment discrepancies Complete necessary administrative functions, which may include the use various general office equipment (photocopiers, scanners, etc.) Maintain and update filing and database systems Adhere to all Titanium Transportation Group Inc. service standards and policies, including Health & Safety Work in compliance with the provisions of Occupational Health and Safety Perform all other duties as assigned Titanium Transportation Group Inc. is an equal opportunity employer. Respect for the dignity and worth of every individual in the workplace is fundamental. Our organizational values stress the importance of diversity, fairness and trust. We thank all applicants in advance; however, only applicants being considered for an interview will be contacted.

Example 5

Vision Mechanical Ltd. is a family owned and operated business offering the benefit of over 34 years of experience. Serving the Kelowna and surrounding areas (including Big White), our plumbing, heating & cooling expertise extends from smaller residential repairs and installation to large commercial projects, standing by our core values of: Dependable, Ethical, Strive for Excellence, Resourceful & in the Service of Others. We are currently looking to fill a Billing Clerk role in our growing team! Since this is a fast-paced construction/service business, prior administrative/invoicing experience in a similar environment is required (1-3 years minimum). The ideal candidate will be comfortable with technology and learning new online systems for streamlined processes. But most importantly, wants to have fun while getting the job done. Primary Duties:
  • Support senior managers and owners with project invoicing and service invoicing.
  • Typing up contracts for maintenance programs and construction.
  • Data entry and tracking updates/information in internal online system.
  • Develop, implement, and improve office policies and procedures with management.
  • Assisting bookkeeper or senior managers as time permits. Required experience:
  • Proven work experience in a construction based role requiring project billing.
  • In-depth understanding of office management and daily operations.
  • Hands on experience with MS Office Suite, including being able to confidently use Word, Excel & Outlook.
  • Working knowledge of office equipment, phones, and printers.
  • Excellent English written/verbal communication skills.
  • Strong organizational and time-management skills.
  • Ability to prioritize tasks and manage ebbs and flows of client calls. Education level:
  • High School degree required; Certificate/Diploma in Business Admin/Office Admin an asset.
  • Experience as a bookkeeper, accounts receivable, or project invoicing in construction office an asset. Core competencies:
  • Managing self: integrity/honesty, interpersonal skills, continual learning, flexibility, problem solving, and verbal/written communication, maintaining composure and friendliness in high-stress/fast-paced environment.
  • Results oriented: addressing client concerns, achieving timely results, directing efforts on expected outcomes.
  • Adaptability: demonstrating flexibility, adapting to widely varied needs/goals/strategies.
  • Analytical thinking: Problem solving, strategic resolutions, creative decision making.
  • Engagement: Taking initiative, executing plans, and delivering results.
  • Must be able to sit for long periods of time. We encourage all our staff to be forward thinkers and to go the extra mile whenever we can. At Vision Mechanical, we are family owned and operated & have been in business for 34+ years with 30+ years of that in the interior. We are a family company that enjoys having a fun work environment and hosting employee events. Work and Personal life should have a nice balance. We offer room for advancement, long term employment, competitive wages, and a great benefits plan. Part-time hours: 20-35 per week Job Types: Full-time, Permanent Salary: $20.00-$24.00 per hour Benefits: * Company events * Dental care * Extended health care * Vision care Schedule: * Monday to Friday Experience: * Accounts Receivables: 1 year (preferred) * Project Billing: 1 year (preferred) * Drivers License (preferred) Work remotely: * No
  • What does a Billing Clerk do?

    Billing Clerks are mostly employed in industries with large amounts of financial information. They perform several functions including accurately capturing, compiling, and analyzing all necessary data required to record bills. They also prepare and send invoices to respective clients, and provide excellent customer service. Some industries that employ Billing Clerks include healthcare, retail, hospitality, manufacturing, and transport. 

    Billing Clerk skills and qualifications

    Since Billing Clerks mostly deal with enormous amounts of financial data, they need to be highly accurate and reliable in handling accounts or documents. A Billing Clerk has excellent math, financial, and general numeracy skills to achieve a reasonably high level of accuracy and reliability. In other words, they need the right blend of both soft and hard skills to succeed in this line of work. A successful billing clerk also has qualities including:

    • Excellent attention to detail
    • Active listening skills
    • Capability in monitoring and evaluating performance to take corrective action or suggest improvements
    • Ability to solve complex problems by reviewing relevant information and developing or evaluating available options
    • Quick learning skills to understand the implications of additional information, such as contractual obligations or discount offers with customers  
    • Excellent clerical and critical thinking skills
    • Great interpersonal skills, especially when solving client issues
    • Trustworthy and ethical

    Billing Clerk experience requirements

    A Billing Clerk position is an entry-level job, so you generally don’t need to seek out candidates with previous work experience. However, those with one or two years of relevant experience in the financial industry can be an asset.

    Billing Clerk education and training requirements

    Candidates generally need a high school diploma or GED at minimum, though you can look for candidates with a bachelor’s degree in accounting, business administration, or a related field. Certificate courses approved by the Canadian Securities Institute, Certified General Accountants Association, or Canadian Bookkeepers Association are extremely beneficial. Familiarity with common billing software is essential, however, you may choose to provide training on-the-job for the right candidate.

    Billing Clerk salary expectations

    According to Indeed Salaries, average pay for a Billing Clerk in Canada is $18.21 per hour, depending on factors like a candidate’s previous experience, education level, location, and the hiring company.

    Job description samples for similar positions

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    Billing Clerk job description FAQs

    What should you look for in a Billing Clerk resume?

    A good Billing Clerk resume should highlight the candidate’s strong numeracy and financial comprehension. It should show their attention to detail, outstanding organizational skills, and excellent communication skills. Look for candidates with a relevant diploma or degree, and additional Canadian accounting or bookkeeping certification. The Certified Professional Bookkeepers of Canada (CPB) designation is the national standard for bookkeeping. Candidates do not require this certification, but those who have it are an asset.

    Who does a Billing Clerk report to?

    Since Billing Clerks handle a company’s cash flow, they report directly to senior officials in the finance department. This depends on the company structure, but they generally report to the Head of Accounts Receivable, Finance Manager, or Financial Director.

    How can you make your Billing Clerk job description stand out?

    Outline the core daily responsibilities involved in the position. Provide applicants with an overview of the company culture, the size of the company, and the clients and accounts your company manages. If your business provides any benefits like RRSP matching programs, flexible working hours, or extended vacation time, be sure to include those as well.

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