Invoicing Associate

Job Description: Invoicing Executive
Department: Accounts / Supply Chain Logistics | Employment Type: Full-Time
Job Summary
We are seeking a detail-oriented Invoicing Executive to manage our end-to-end commercial documentation workflow. The ideal candidate will seamlessly execute and reconcile the full order-to-cash and procure-to-pay cycles,
focusing on Goods Received Notes (GRN), Purchase Orders (PO), Proforma Invoices (PI), Sales Orders (SO),
and Sales Invoices (SI). You will guarantee financial accuracy, eliminate workflow bottlenecks, and maintain flawless communication between supply chain, sales, and accounts.
Key Responsibilities & Core Workflow
Purchase Order (PO) Verification: Validate incoming internal and vendor POs against approved requisitions, pricing structures, and contractual terms.
Goods Received Note (GRN) Matching: Cross-reference physical delivery receipts and GRNs with corresponding POs to identify and flag quantity or quality variances.
¢ Proforma Invoice (PI) Management: Draft, issue, and verify PIs for advance payment arrangements, advance terms align with company credit policies.
¢ Sales Order (SO) Creation: Convert confirmed customer requests and PIs into accurate Sales Orders within the ERP system, verifying stock availability.
¢ Sales Invoice (SI) Generation: Dispatch final, compliant Sales Invoices alongside dispatch documents, ensuring tax rates (GST/VAT) and discounts are exact.
¢ Discrepancy Resolution: Coordinate actively with warehouses, procurement teams, and clients to resolve
inventory, pricing, or tax mismatches.
¢ Ledger & ERP Maintenance: Record all transactions in real-time within the ERP system to maintain up-to-date
accounts receivable and payable documentation.
Core Transactional Workflow Reference
Stage Document Executive's Primary Responsibility

1. Procure PO (Purchase Order) Verify terms, costs, and management approvals before vendor dispatch.
2. Receive GRN (Goods Received Note)
   Perform 3-way match across PO, GRN, and vendor invoice.
3. Propose PI (Proforma Invoice) Issue to clients for advance payment collection or custom clearing.
4. Confirm SO (Sales Order) Book system orders, validate inventory allocations, and trigger logistics.
5. Bill SI (Sales Invoice) Generate tax-compliant billing, post ledger items, and archive files.
   Requirements & Qualifications
   ¢ Education: Bachelors degree in Commerce, Finance, Accounting, Business Administration, or a related field.
   ¢ Experience: 2 to 5 years of proven experience operating as an Invoicing Executive, Billing Clerk, or Documentation Specialist.
   ¢ Software Skills: Strong proficiency in ERP software (such as Qickbooks, Tally, or Busy) and Microsoft Excel (VLOOKUP, Pivot Tables).
   ¢ Core Competencies: Comprehensive mastery of commercial documentation terminology: GRN, PO, PI, SO, and SI.
   ¢ Attributes: Exceptional mathematical precision, robust analytical skills, sharp eye for data discrepancy, and ability to hit tight billing deadlines.