Invoicing Clerk

Overview:

TekWissen Group is a workforce management provider throughout India and many other countries in the world.

Position: Invoicing Clerk

Location: Visakhapatnam

Job Type: Full Time

Work Type : Onsite

Shift: US Timings- 6:30 PM IST to 3:30 AM IST

Job Description:

• The Invoicing Clerk is responsible for preparing, processing, and submitting accurate and timely client invoices to customers.
• The role involves verifying timesheets, approved working hours, overtime, pay rates, bonus, expense and contractual billing terms before generating invoices.
• The position also supports billing reconciliations, invoice tracking, dispute resolution, and coordination with operations, payroll, and client finance teams.

Key Responsibilities:

Client Invoicing and Billing:

• Prepare and issue client invoices for temporary staffing, contract staffing, permanent placement, and manpower supply services.
• Generate invoices based on approved timesheets, attendance records, placement fees, agreed billing rates, and service contracts.
• Verify billing rates, working hours, overtime, holiday pay, allowances, markups, and other applicable billable components.
• Ensure invoices comply with client contracts, purchase orders (POs), and agreed billing cycles.
• Submit invoices through client portals or by email within the stipulated deadlines.
• Ensure correct application of applicable taxes and other statutory invoicing requirements.

Timesheet Verification

• Collect and verify employee timesheets, Bonus, expense and client-approved working hours.
• Coordinate with recruitment, staffing operations, to obtain missing approvals.
• Identify discrepancies in hours worked, overtime, leave, and billing rates before invoice processing.
• Maintain proper documentation to support all invoices raised.

Invoice Reconciliation and Follow-Up

• Reconcile invoices against approved timesheets, purchase orders, contracts, and billing schedules.
• Maintain an invoice tracker showing invoice numbers, client details, billing periods, amounts, submission dates, and payment status.
• Coordinate with the Accounts Receivable team to monitor outstanding invoices and support payment follow-ups.
• Investigate billing discrepancies, rejected invoices, credit notes, and client queries.
• Prepare revised invoices and billing adjustments after obtaining the necessary approvals.

Coordination and Documentation:

• Coordinate with payroll teams to validate billable hours and payroll-related billing inputs.
• Work closely with operations and account managers to resolve client billing issues.
• Maintain client-wise billing records, contracts, purchase orders, and supporting documents.
• Assist in month-end closing, revenue reconciliation, and preparation of billing reports.
• Ensure invoices are processed in accordance with company policies, internal controls, and audit requirements.

Qualifications and Experience

• Bachelor's degree or diploma in Accounting, Finance, Commerce, or a related field.
• 1–3 years of experience in invoicing, billing, accounts receivable, or finance administration; staffing industry experience is preferred.
• Experience handling timesheet-based billing and client invoicing is an advantage.
• Knowledge of purchase orders, billing rates, overtime calculations, and invoice reconciliation.
• Proficiency in MS Excel and accounting software or ERP systems.
• Experience with staffing or workforce management systems is an added advantage.

Required Skills

• Strong numerical and analytical skills.
• High attention to detail and accuracy.
• Good knowledge of Excel, including formulas, lookups, and data reconciliation.
• Ability to manage high volumes of invoices and meet strict billing deadlines.
• Effective communication and coordination skills.
• Ability to investigate discrepancies and resolve billing issues.
• Strong organizational skills and the ability to maintain confidential records.

Key Performance Indicators (KPIs)

• Accuracy and timeliness of invoices generated.
• Percentage of invoices submitted within agreed billing timelines.
• Number of invoice rejections and billing errors.
• Timeliness of timesheet collection and approval.
• Resolution time for client billing discrepancies.
• Accuracy of billing reconciliations and supporting documentation.
• Reduction in delayed or missed billing submissions.

Working Conditions

• The role requires managing recurring billing cycles, processing high volumes of timesheet-based invoices, coordinating with multiple stakeholders, and meeting client-specific invoicing deadlines.

Overall Objective:

• To ensure accurate, timely, and compliant invoicing of staffing services, minimize billing errors and rejected invoices, and support efficient revenue realization and cash flow.

TekWissen® Group is an equal opportunity employer supporting workforce diversity.