Invoice clerk

Job description

Position Title

Invoice Clerk

Department

Finance / Accounts

Reports To

Accountant / Finance Manager

Job Purpose

The Invoice Clerk is responsible for preparing, processing, verifying, and maintaining accurate invoicing and financial records for the company. The role ensures timely billing, proper record management, account reconciliation, and compliance with company financial procedures while supporting the smooth operation of the finance department.

Key Responsibilities

• Prepare and issue invoices to customers, clients, or departments accurately and on time.
• Verify invoice details including quantities, pricing, taxes, discounts, and payment terms.
• Process incoming and outgoing invoices in accordance with company procedures.
• Maintain organized and up-to-date records of invoices, receipts, purchase orders, and financial transactions.
• Reconcile discrepancies related to billing, payments, or account balances.
• Monitor outstanding balances and follow up on overdue accounts where necessary.
• Assist with monthly financial reporting and account reconciliations.
• Enter and update financial data into accounting software, spreadsheets, or company systems.
• Ensure compliance with company financial policies and procedures.
• Match invoices with supporting documents such as delivery notes and purchase orders.
• Assist in preparing statements, reports, and financial summaries for management.
• Maintain confidentiality of financial information and company records.
• Coordinate with suppliers, customers, and internal departments regarding invoice queries and payment issues.
• Support audits by providing accurate documentation and records when required.
• Assist in filing and maintaining proper financial documentation for easy retrieval.
• Ensure accuracy in all financial transactions and minimize errors in invoicing processes.
• Perform any other finance or administrative duties assigned by management.

Qualifications and Requirements

• Grade 12 Certificate.
• Certificate or Diploma in Accounting, Finance, Business Administration, or related field.
• Minimum of 1–3 years’ experience in invoicing, accounts, bookkeeping, or finance-related work.
• Knowledge of accounting principles and invoicing procedures.
• Proficiency in Microsoft Excel and accounting software.
• Strong numerical and analytical skills.
• High level of accuracy and attention to detail.
• Good communication and organizational skills.
• Ability to work independently and meet deadlines.

Key Skills and Competencies

• Attention to detail
• Numerical accuracy
• Record keeping and organization
• Time management
• Problem-solving skills
• Communication and interpersonal skills
• Computer literacy
• Integrity and confidentiality
• Ability to multitask and work under pressure