Invoicer

Overview

The Invoicer-cum-Petty Cashier plays a vital role in ensuring timely and precise processing of customer invoices, managing petty cash transactions, tracking collections and expenditures, and maintaining accurate financial documentation. This role acts as a liaison between Sales, Warehouse, Customers, and the Finance Department to guarantee seamless billing, collection efforts, and financial reporting.

Core Responsibilities

• Generate customer invoices promptly and accurately following approved sales orders, prices, discounts, promotions, and schemes.
• Confirm invoices are correctly issued to customers and include applicable taxes and charges.
• Validate customer credit limits and terms before invoice issuance.
• Authorize all billing transactions in compliance with company guidelines.
• Distribute invoices to Warehouse, Branch Heads, Sales Teams, and relevant departments to support order fulfillment.
• Handle credit and debit notes, invoice corrections, and billing adjustments with required approvals.
• Maintain organized filing for invoices and supporting documents for auditing and future reference.
• Respond swiftly to customer inquiries about invoices, balances, and disputes, coordinating with internal teams to resolve any issues.
• Communicate invoicing details, statements, and payment reminders via approved communication channels like email, SMS, and WhatsApp.
• Assist the Accounts Receivable team in collection follow-ups and reconciliation tasks.
• Monitor outstanding customer balances, escalate overdue payments and credit violations to management.
• Prepare periodic reports on invoicing, collections, customer balances, and credit utilization.
• Manage the petty cash fund, ensuring secure custody and accurate daily reporting of transactions.
• Reconcile petty cash balances daily, investigating discrepancies and ensuring compliance with approval limits.
• Record customer collections and cash receipts with proper documentation, issuing official receipts, and ensuring timely banking.
• Administer staff and operational advances, maintaining records, approvals, and follow-ups for timely settlements.
• Maintain cash control by minimizing onsite cash, facilitating regular deposits, and supporting bank reconciliations.
• Ensure compliance with financial policies, credit terms, accounting standards, and statutory requirements.
• Support audit activities by providing necessary records and adherence to segregation of duties.
• Generate daily invoicing and collection reports and assist in month-end closing and reconciliation activities.
• Collaborate on process improvements and participate in ERP and accounting system implementation efforts.
• Maintain confidentiality of company and customer financial information.
• Perform additional finance-related duties as assigned by management.

Qualifications & Experience

• Diploma or Bachelor's degree in Accounting, Finance, Business Administration, or a related discipline.
• Experience of 1 to 3 years in invoicing, billing, finance, accounts receivable, or commercial operations.
• Previous exposure to pharmaceutical, FMCG, healthcare, or distribution sectors is preferred.