Invoicing Specialist

We are seeking a detail-oriented and organized Invoicing Specialist to manage accurate and timely billing processes while supporting the overall financial operations of the business. This role works closely with internal teams and customers to ensure invoices are processed correctly, discrepancies are resolved efficiently, and billing records are maintained with a high degree of accuracy. The ideal candidate is proactive, customer-focused, and able to thrive in a fast-paced environment while meeting deadlines and maintaining strong attention to detail.

Qualifications:

Bachelor's degree in Accounting, Finance, or a related field of study

1+ year of experience in hands-on accounting/ internship

Intermediate experience with Excel functions including pivot tables and VLOOKUPS

Accounts receivable experience nice to have!

Job Description:

The Invoicing Specialist processes and issues accurate and timely invoices for products, services, and installations while supporting a high-volume billing environment. This role manages the end-to-end invoicing cycle, maintains precise records, responds to customer billing inquiries, and collaborates closely with internal teams to resolve discrepancies. The position offers opportunities for growth and internal advancement within a collaborative and supportive corporate environment.

Responsibilities:

• Process and issue invoices for re-orders, services, and installations in a timely and accurate manner.

• Prepare and compile sales invoices along with all required supporting documentation for both portal and non-portal customers.

• Submit invoices through the appropriate channels based on customer type and system requirements.

• Provide invoice copies promptly upon customer request.

• Monitor and manage the billing inbox, ensuring timely response and resolution of inquiries.

• Apply pre-payments correctly to customer accounts to maintain accurate balances.

• Organize, archive, and maintain finalized invoices in the billing system for easy retrieval and audit readiness.

• Maintain up-to-date records of invoice submission statuses, including tracking and documenting follow-up actions.

• Respond to customer inquiries related to billing and invoicing in a professional and customer-focused manner.

• Work collaboratively with internal teams to research and resolve discrepancies, errors, or rejected invoices.

• Re-send invoices as requested by customers or internal stakeholders, ensuring any corrections are properly applied.

• Support broader billing and invoicing activities as needed to meet team goals and deadlines.

• Participate in cross-training to learn additional billing-related functions and provide coverage as needed.

• Assist with audit-related documentation and invoice requests, ensuring completeness and accuracy.

• Navigate the ERP system to identify invoices for processing and ensure they are posted and submitted within established timeframes.

• Meet performance expectations by posting all invoices in the queue and submitting billings within 24 hours, adjusting to varying invoice volumes.

Job Type & Location

This is a Permanent position based out of Lake Forest, CA.

Pay and Benefits

The pay range for this position is $54080.00 - $54080.00/yr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Lake Forest,CA.

Application Deadline

This position is anticipated to close on Jul 31, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.