Invoicing Specialist

Job Description

Job Description

Job Summary

We are seeking a detail-oriented Invoicing Analyst / Invoicing Specialist to support invoicing and accounts receivable functions within the Oil & Gas industry . This role is responsible for accurately preparing and entering invoice data into customer invoicing portals, distributing invoices through multiple submission methods, and actively following up on unpaid invoices to ensure they were properly submitted, approved, and paid by customers.

This position can be based in our Houston, TX, Midland, TX or New Orleans LA office.

Key Responsibilities

Invoice Preparation & Submission

• Prepare, review, and enter customer invoices in compliance with customer requirements, contracts, and pricing agreements.
• Submit invoices through customer invoicing portals such as OpenTicket, OpenInvoice, Ariba, GEP , and other customer-specific systems.
• Ensure invoice data is complete and accurate, including service dates, pricing, purchase order numbers, cost centers, and required backup documentation.
• Distribute invoices via email, EDI, or alternative customer-required submission methods when applicable.

Customer Portal Management

• Monitor invoice status within customer portals to confirm successful submission, validation, and workflow progress.
• Address portal rejections, errors, or compliance issues by correcting data and resubmitting invoices in a timely manner.
• Maintain familiarity with changing customer portal requirements and invoicing guidelines.

Invoice Follow-Up & Collections Support

• Track unpaid and aging invoices to ensure timely customer review and approval.
• Proactively follow up with customers through portal messaging, email, and phone calls to confirm invoice receipt and approval status.
• Partner with internal teams (operations, sales, pricing, and accounting) to resolve disputes, missing documentation, or approval delays.

Communication & Customer Support

• Serve as a primary point of contact for customer inquiries related to invoicing, portal submissions, and payment status.
• Maintain professional and consistent communication with customer AP departments to facilitate approvals and payment timelines.

Reporting & Recordkeeping

• Maintain accurate records of invoice submissions, follow-ups, approvals, and customer correspondence.
• Assist with accounts receivable reporting, aging analysis, and month-end close activities.
• Support audits by providing invoice documentation and submission evidence as required.