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How to Write an Invoice Clerk Job Description Sample

An Invoice Clerk, or Billing Clerk, works in a company’s accounting department, handling incoming and outgoing invoices. Their main duties include creating invoices for clients, ensuring all invoices are accurate, and resolving billing errors.

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What does an Invoice Clerk do?

An Invoice Clerk is responsible for creating and sending out accurate invoices. Typically, an Invoice Clerk handles outgoing invoices to customers. They create invoices for customers with the agreed-upon amount for goods or services purchased. Invoice Clerks ensure customers pay these invoices and follow up on outstanding payments. They keep detailed, up-to-date payment records. If any customers notice billing errors, it is the Invoice Clerk’s responsibility to resolve them.

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Invoice Clerk duties and responsibilities

An Invoice Clerk’s main responsibility is to create accurate invoices, send them out, and ensure the company receives payment in a timely manner. Additionally, they have duties and responsibilities including:

  • Calculate additional charges, such as shipping costs, to include in invoices
  • Ensure every invoice sent out is accurate
  • Resolve billing errors that other staff or customers flag
  • Keep a record of collected payments with customer information
  • Work with other members of the financial staff, such as Accountants and Bookkeepers
  • Perform any necessary administrative duties, such as auditing customer records
  • Prepare account statements for customers
  • Follow up on outstanding payments

Invoice Clerk skills and qualifications

Invoice Clerks must be able to guarantee accuracy when preparing and sending out invoices. They should hold prerequisite skills and qualifications including:

  • Excellent written and verbal communication skills
  • Understanding of basic accounting math
  • Strong attention to detail to keep accurate accounting entries
  • Familiar with accounting software, such as FreshBooks
  • Solid organizational skills to keep track of invoices
  • Great customer service skills to work with various clients
  • Knowledge of data entry for record keeping
  • General administrative skills, including managing emails and accounting books

Invoice Clerk experience requirements

Invoice Clerks typically don’t need prior experience since it’s often an entry-level role. However, some experience in an accounting or finance role can be beneficial to show the candidate has familiarity working with numbers. Seek candidates with knowledge of bookkeeping or maintaining budgets if experience is needed.

Invoice Clerk education and training requirements

Invoice Clerks should have at least a high school diploma or GED. An associate or bachelor’s degree in finance or accounting can be useful for Invoice Clerks who handle more complex ledgers. On-the-job training is often provided to teach the candidate the company-specific processes and software programs used. Invoice Clerks should also be prepared to undergo regular training to remain up to date on accounting policies and procedures.

Job salary expectations

According to Indeed Salaries, the average salary for an Invoice Clerk is $37,986 per year. This salary varies depending on experience, location, and the hiring company.

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Invoice Clerk job description FAQs

What industry does an Invoice Clerk work in?

An Invoice Clerk can work in any industry that produces sales of services or products since they handle invoices and payments for goods. This can include health care, food, transportation, education, nonprofits, government, and retailers. Most Invoice Clerks in different industries perform similar duties, though the invoices for the types of goods will change.

Who does an Invoice Clerk work with?

Invoice Clerks work typical office hours, Monday to Friday. They spend the majority of the day in front of a computer creating and sending out invoices. Invoice Clerks also follow up on outstanding payments by contacting customers. They may communicate regularly with other members of the accounting department to ensure invoices and payments are correct. An Invoice Clerk may also attend meetings with the accounting team to ensure everyone is updated with current policies and requirements.

What are the day-to-day duties of an Invoice Clerk?

The most important quality an Invoice Clerk should have is attention to detail. An understanding of math is important as well, as well as knowledge of accounting software. Other useful qualities include communication, organization and time management.

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