Invoicing Clerk

About the Role

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.

Requirements

• ● Bachelor's degree or diploma in Accounting, Finance, Commerce, or a related field.
• ● -3 years of experience in invoicing, billing, accounts receivable, or finance administration; staffing industry experience is preferred.
• ● Knowledge of purchase orders, billing rates, overtime calculations, and invoice reconciliation.
• ● Proficiency in MS Excel and accounting software or ERP systems.
• ● 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.