E- Invoicing and Tally executive

We are looking for a detail-oriented and responsible Executive with practical knowledge of GST e-invoicing procedures and accounting in Tally.

The candidate will be responsible for the daily generation of e-invoices through the GST Invoice Registration Portal (IRP), generation and verification of Invoice Reference Numbers (IRNs) and QR codes, and recording of sales and related accounting transactions in Tally.

The candidate should have hands-on experience in uploading invoice details to the e-invoicing portal, validating invoice data, resolving portal errors, maintaining proper documentation, and ensuring that invoices are processed accurately and within the prescribed timelines.

The role requires coordination with the Finance and Billing teams to ensure that invoice processing and accounting records are complete, accurate and compliant with applicable GST requirements.

1. Key Responsibilities

A. GST E-Invoicing and IRN Generation

1. Generate GST e-invoices on a daily basis through the applicable Invoice Registration Portal (IRP).

2. Upload invoice details for generation of Invoice Reference Numbers (IRNs) and signed QR codes.

3. Verify invoice information before uploading, including:

o Supplier name, GSTIN and registered address.

o Customer name, GSTIN and billing address.

o Invoice number and invoice date.

o Place of supply and applicable State code.

o HSN/SAC codes and descriptions.

o Taxable value, applicable GST rates and tax amounts.

o CGST, SGST, IGST and cess, wherever applicable.

o Total invoice value and other charges.

4. Download and save the generated e-invoice JSON, signed invoice details, QR code and other relevant records, as applicable.

5. Ensure that the IRN and QR code are correctly associated with the relevant invoice and that the final invoice is issued to the customer with the required particulars.

6. Monitor successful and failed uploads and ensure that pending invoices are processed promptly.

7. Identify and resolve errors arising during invoice upload, including GSTIN validation, HSN/SAC errors, tax calculation mismatches and other portal validation issues.

8. Verify the status of invoices on the portal and maintain an invoice-wise record of successful IRN generation.

9. Coordinate with the relevant internal teams to obtain missing or incorrect invoice information before processing.

10. Ensure compliance with applicable GST e-invoicing rules, reporting timelines, portal procedures and prescribed document requirements.

11. Check the applicability of e-invoicing requirements for relevant document types and transactions, under the guidance of the Finance Manager.

12. Assist in monitoring portal advisories and changes in e-invoicing procedures that affect routine invoice processing.

B. Daily Invoice Processing and Reconciliation

1. Obtain the approved sales invoice details from the Billing team for daily processing.

2. Verify that invoice details are complete and accurate before uploading them to the IRP.

3. Reconcile the invoices generated in the billing system with the invoices successfully reported on the IRP.

4. Maintain a daily tracker covering:

o Total invoices received for processing.

o Total invoices uploaded successfully.

o IRNs generated successfully.

o Failed or rejected invoices.

o Pending invoices and reasons for pending status.

o Cancelled invoices and related references, where applicable.

5. Identify duplicate invoice numbers, missing invoices, incorrect GST details and mismatches between the billing system and portal records.

6. Escalate material discrepancies, repeated portal errors and suspected duplicate reporting to the Manager.

7. Ensure that no invoice is treated as successfully e-invoiced merely because it has been prepared or uploaded; verify successful IRN generation.

C. Accounting Entries in Tally

1. Record daily sales invoices in Tally Prime.

2. Pass sales entries using the correct customer ledger, sales ledger, GST ledgers and other relevant accounting heads.

3. Verify that the accounting entries agree with the approved invoice and e-invoice details.

4. Ensure correct accounting of:

o Taxable sales and exempt/nil-rated supplies, wherever applicable.

o CGST, SGST and IGST.

o Customer receivables.

o Discounts, additional charges and other invoice adjustments.

o Credit notes and debit notes, wherever applicable.

5. Verify the correct GST registration and GSTIN are used for transactions relating to the respective State registration, wherever applicable.

6. Ensure appropriate accounting treatment of transactions involving different branches, regions or GST registrations.

7. Reconcile sales invoices recorded in Tally with the billing system and the e-invoicing portal records.

8. Identify and correct discrepancies in invoice values, tax amounts, customer ledgers and invoice references after obtaining the required approval.

9. Maintain proper narration, invoice references and supporting documents for accounting entries.

10. Assist in maintaining an accurate and up-to-date sales register and GST-related accounting records.

D. Invoice Cancellation, Amendments and Error Handling

1. Follow the prescribed procedure for cancellation of an e-invoice within the applicable permitted period.

2. Verify the cancellation status on the IRP and ensure that the corresponding accounting and billing records are updated with appropriate approval.

3. Understand that an e-invoice already reported on the IRP generally cannot be amended directly on the IRP; corrections must be handled through the applicable GST-compliant process.

4. Coordinate with the Accounts Team for issuance and accounting of credit notes, debit notes.

5. Maintain records of cancelled invoices, rejected uploads, correction requests and the reasons for each action.

6. Ensure that invoices are not deleted, altered or reissued informally to bypass GST or accounting controls.

7. Escalate any issue involving duplicate IRNs, incorrect GSTINs, incorrect tax treatment or invoices reported against the wrong GST registration.

E. Documentation and MIS Reporting

1. Maintain a digital repository of invoices, IRN details, QR codes, portal acknowledgements and related supporting documents.

2. Maintain a daily invoice processing and e-invoicing status report.

3. Prepare periodic reconciliation statements between:

o Billing software and Tally.

o Tally sales register and e-invoice portal records.

o Invoice register and IRN generation records.

4. Provide invoice-level details and supporting records required by the Accounts Manager, auditors and GST consultants.

5. Assist in compiling information required for GST return preparation and reconciliation, including GSTR-1 and other relevant GST reports, under supervision.

6. Ensure proper filing, naming, storage and retrieval of electronic records.

7. Report daily pending items and exceptions to the reporting manager.

2. Required Technical Skills

· Practical knowledge of the GST e-invoicing system and Invoice Registration Portal (IRP).

· Hands-on experience with e-invoice generation, IRN generation, signed QR codes and invoice status verification.

· Good working knowledge of GST invoice requirements and basic GST concepts, including CGST, SGST, IGST, place of supply and HSN/SAC codes.

· Working knowledge of Tally Prime or Tally ERP, particularly sales voucher entry, customer ledgers, GST ledgers and sales register reports.

· Proficiency in Microsoft Excel, including filters, sorting, basic formulas, lookups and reconciliation.

· Ability to identify invoice mismatches and resolve routine portal validation errors.

· Familiarity with accounting software or billing systems integrated with the GST e-invoicing portal will be an advantage.

3. Educational Qualification and Experience

Education:

· B.Com or equivalent qualification in Commerce/Accounting is preferred.

· Candidates with relevant practical experience shall also be considered.

Experience:

· 1–3 years of experience in GST e-invoicing, billing, accounts or related operations.

· Candidates must have practical experience in uploading invoices on the e-invoicing portal and recording sales entries in Tally.

· Candidates with experience in a company having high invoice volumes or multiple GST registrations will be preferred.

4. Key Competencies

· Strong attention to detail and numerical accuracy.

· Ability to process invoices within daily deadlines.

· Good organisational and record-maintenance skills.

· Ownership of assigned work and timely follow-up on pending invoices.

· Ability to identify discrepancies before invoice issuance.

· Good coordination and communication skills.

· Ability to maintain confidentiality of customer, vendor and financial information.

· Willingness to work with repetitive, transaction-oriented accounting processes while maintaining accuracy.

Pay: ₹15,000.00 - ₹20,000.00 per month

Benefits:

• Cell phone reimbursement
• Health insurance
• Leave encashment
• Provident Fund

Work Location: In person