Billing Clerk

Job Description

Key Responsibilities

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Invoicing & Job Billing

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• Prepare and issue customer invoices for fulfillment jobs in accordance with quotes, purchase orders, and customer billing requirements.

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• Review job tickets, shipping documents, and proof of delivery to verify quantities shipped, overs/under, and completion status before billing.

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• Bill change orders, rush charges, freight, and other job add-ons accurately and in line with customer agreements.

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• Apply correct pricing, discounts, and sales tax based on customer terms, exemption certificates, and ship-to locations.

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• Process credit memos, rebills, and invoice corrections with proper documentation and approval.

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Discrepancy Resolution & Customer Support

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• Research and resolve billing discrepancies by working with Customer Service, Program Sales, Production, and Shipping.

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• Respond promptly and professionally to customer billing inquiries, providing copies of invoices and supporting documentation as needed.

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• Track jobs that are complete but unbilled and follow up with internal teams to keep billing current.

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• Submit invoices through customer portals and comply with customer-specific invoicing requirements (PO references, formats, deadlines).

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Accounts Receivable & Records Support

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• Assist with posting customer payments and reconciling payment discrepancies as needed.

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• Support collections efforts by providing invoice copies, backup documentation, and account detail.

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• Maintain organized, complete billing files and records in accordance with company retention policies.

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• Assist with month-end close activities, including ensuring all shipped jobs are invoiced in the proper period.

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General Administrative Support

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• Maintain accurate customer billing information in the ERP/accounting system, including terms, contacts, and tax status.

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• Generate routine billing and open-order reports for the Accounting Manager and Controller.

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• Identify and suggest improvements to billing processes and documentation.

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• Perform other accounting and administrative duties as assigned.

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Qualifications

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Required

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• High school diploma or equivalent.

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• 1–3 years of billing, invoicing, accounts receivable, or related administrative experience.

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• Strong attention to detail and accuracy, particularly with numbers, pricing, and data entry.

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• Proficiency in Microsoft Office, especially Excel, and comfort learning ERP/accounting systems.

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• Professional written and verbal communication skills for working with customers and internal teams.

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• Team player who works well with Customer Service, Production, Shipping, and Sales.

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Preferred

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• Associate degree or coursework in accounting, bookkeeping, or business administration.

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• Experience with job-costing or print-industry ERP/MIS systems and customer invoicing portals.

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• Familiarity with sales tax rules and exemption certificates.

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