Billing Officer

Job Description – Billing Officer

Job Title: Billing Officer

Department: Finance & Accounts

Reporting To: Finance Manager / Accounts Manager

Experience: 2–4 years in billing, invoicing, or accounts-related roles

Employment Type: Full-Time

Job Purpose

The Billing Officer will be responsible for managing the company's billing and invoicing processes, ensuring accurate and timely preparation of invoices, proper documentation, reconciliation of billing records, and coordination with internal departments and customers. The role requires strong attention to detail, numerical accuracy, and good knowledge of accounting and billing procedures.

Key Responsibilities

• Prepare and issue accurate sales invoices, bills, credit notes, debit notes, and related billing documents.
• Verify sales orders, delivery notes, purchase orders, contracts, and supporting documents before billing.
• Ensure billing is completed accurately and within defined timelines.
• Maintain proper records of invoices, billing documents, and customer accounts.
• Coordinate with Sales, Operations, Stores/Warehouse, and Accounts teams to resolve billing discrepancies.
• Verify pricing, discounts, taxes, quantities, and other billing details before invoice generation.
• Monitor outstanding invoices and coordinate with the Accounts/Collection team for timely payment follow-up.
• Perform regular reconciliation of billing records with sales, delivery, and accounting records.
• Assist in preparing billing-related MIS and periodic reports for management.
• Handle customer queries related to invoices, billing adjustments, credit notes, and payment documentation.
• Ensure compliance with applicable tax regulations, company policies, and internal control procedures.
• Maintain confidentiality and accuracy of financial and customer information.
• Support month-end and year-end closing activities related to billing and receivables.
• Identify billing errors or process gaps and recommend improvements where required.
• Perform other finance and accounting duties as assigned by the reporting manager.

Required Qualifications & Skills

• Bachelor's degree in Accounting, Finance, Management, or a related field.
• 2–4 years of relevant experience in billing, invoicing, accounts receivable.
• Good knowledge of accounting principles and billing procedures.
• Proficiency in MS Excel and accounting/ERP software.
• Strong numerical and analytical skills.
• Excellent attention to detail and accuracy.
• Good communication and coordination skills.
• Ability to manage multiple invoices and deadlines efficiently.
• Strong organizational and record-keeping skills.
• Ability to work independently as well as collaboratively with cross-functional teams.

Preferred Skills

• Experience with ERP/accounting software such as Tally, SAP, Odoo, or similar systems.
• Knowledge of VAT, TDS, and other applicable tax-related billing requirements.
• Experience in handling high-volume billing operations.
• Good understanding of sales, inventory, and accounts receivable processes.

Key Competencies

• Accuracy & Attention to Detail
• Numerical & Analytical Ability
• Time Management
• Problem-Solving
• Communication & Coordination
• Accountability
• Integrity & Confidentiality
• Process Orientation
• Teamwork

Key Performance Indicators (KPIs)

• Accuracy and timeliness of invoice generation
• Billing error and discrepancy rate
• Timely reconciliation of billing records
• Resolution time for billing-related issues
• Accuracy of billing MIS and documentation
• Compliance with internal billing and financial procedures