Billing Clerk Job Description for Accounts and Invoicing

The Billing Clerk is responsible for accurate invoice preparation, account reconciliation and payment posting. This role is suitable for candidates with a strong attention to detail, good numeracy and experience in accounts receivable or billing operations. Applicants should be comfortable working with structured processes and maintaining clear transaction records.

Billing Clerk Job Profile

The Billing Clerk is a transactional finance role focused on preparing, issuing and monitoring invoices, recording receipts and supporting the billing lifecycle. The position ensures that customer and internal billing records are maintained accurately to support cash collection and financial reporting.

The role typically reports to an accounts receivable supervisor or finance manager and interacts with sales, customer service and treasury teams. The Billing Clerk plays a key part in resolving billing discrepancies and supporting month-end tasks.

Billing Clerk Job Description

The Billing Clerk is expected to generate and review invoices in line with contractual terms and organisational billing schedules. Daily duties include entering billing data, verifying pricing and charge information, and ensuring invoices are sent to the correct client contacts. The role requires prompt investigation and resolution of discrepancies to minimise aged receivables.

In addition to transactional processing, the Billing Clerk prepares reconciliations between billing records and payments, posts receipts, and updates customer accounts. The post involves regular communication with customers and internal stakeholders to clarify invoice queries, arrange corrections where required and support credit control activities.

The Billing Clerk is also responsible for maintaining organised billing documentation and supporting audits by providing accurate records on request. The role requires adherence to internal policies and controls to preserve data integrity and confidentiality.

Billing Clerk: Duties and Responsibilities

• Prepare and issue accurate invoices according to contracts and billing schedules
• Enter billing transactions and update customer accounts promptly
• Verify pricing, discounts and charge accuracy prior to invoice issuance
• Post customer payments and allocate receipts to open invoices
• Reconcile billing records with bank receipts and accounts receivable ledgers
• Investigate and resolve billing discrepancies and disputed charges
• Communicate with customers to respond to billing enquiries and provide statement information
• Support collection efforts by escalating overdue accounts to credit control when required
• Prepare periodic billing reports and summaries for finance review
• Maintain electronic and paper billing records in an organised manner
• Assist with month-end and period-end billing activities and reconciliations
• Process billing adjustments, credits and refunds following approval
• Provide documentation and explanations to support internal and external audits
• Collaborate with sales and customer service teams to ensure accurate customer data and billing contacts
• Follow established billing policies and maintain confidentiality of financial information

Billing Clerk: Requirements and Qualifications

• Minimum of GCSEs or equivalent; A-levels or a relevant finance/accounting diploma is desirable
• 1 to 3 years of experience in billing, accounts receivable or transactional finance roles
• Strong numeracy and attention to detail with high accuracy in data entry
• Good written and verbal communication skills for dealing with customers and internal teams
• Ability to prioritise tasks and work to deadlines in a process-driven environment
• Understanding of basic accounting principles and invoice lifecycle
• Competence in maintaining confidential financial records and following controls
• Organisational skills and the ability to manage repetitive transactional work
• Problem-solving skills to identify and resolve billing discrepancies
• Capacity to produce clear reconciliations and routine billing reports
• Comfortable working both independently and as part of a finance team
• Willingness to support audits and provide required documentation
• Positive attitude to continuous improvement of billing processes and accuracy