Billing Clerk

Job Description

Key Responsibilities

\n

Invoicing & Job Billing

\n

\n
• Prepare and issue customer invoices for fulfillment jobs in accordance with quotes, purchase orders, and customer billing requirements.
\n
• Review job tickets, shipping documents, and proof of delivery to verify quantities shipped, overs/under, and completion status before billing.
\n
• Bill change orders, rush charges, freight, and other job add-ons accurately and in line with customer agreements.
\n
• Apply correct pricing, discounts, and sales tax based on customer terms, exemption certificates, and ship-to locations.
\n
• Process credit memos, rebills, and invoice corrections with proper documentation and approval.
\n

\n

Discrepancy Resolution & Customer Support

\n

\n
• Research and resolve billing discrepancies by working with Customer Service, Program Sales, Production, and Shipping.
\n
• Respond promptly and professionally to customer billing inquiries, providing copies of invoices and supporting documentation as needed.
\n
• Track jobs that are complete but unbilled and follow up with internal teams to keep billing current.
\n
• Submit invoices through customer portals and comply with customer-specific invoicing requirements (PO references, formats, deadlines).
\n

\n

Accounts Receivable & Records Support

\n

\n
• Assist with posting customer payments and reconciling payment discrepancies as needed.
\n
• Support collections efforts by providing invoice copies, backup documentation, and account detail.
\n
• Maintain organized, complete billing files and records in accordance with company retention policies.
\n
• Assist with month-end close activities, including ensuring all shipped jobs are invoiced in the proper period.
\n

\n

General Administrative Support

\n

\n
• Maintain accurate customer billing information in the ERP/accounting system, including terms, contacts, and tax status.
\n
• Generate routine billing and open-order reports for the Accounting Manager and Controller.
\n
• Identify and suggest improvements to billing processes and documentation.
\n
• Perform other accounting and administrative duties as assigned.
\n

\n

Qualifications

\n

Required

\n

\n
• High school diploma or equivalent.
\n
• 1–3 years of billing, invoicing, accounts receivable, or related administrative experience.
\n
• Strong attention to detail and accuracy, particularly with numbers, pricing, and data entry.
\n
• Proficiency in Microsoft Office, especially Excel, and comfort learning ERP/accounting systems.
\n
• Professional written and verbal communication skills for working with customers and internal teams.
\n
• Team player who works well with Customer Service, Production, Shipping, and Sales.
\n

\n

Preferred

\n

\n
• Associate degree or coursework in accounting, bookkeeping, or business administration.
\n
• Experience with job-costing or print-industry ERP/MIS systems and customer invoicing portals.
\n
• Familiarity with sales tax rules and exemption certificates.
\n

\n

\n