Invoicing Specialist

Invoicing Specialist (Remote)
Time Zone Overlap Requirements
Must provide at least 4 hours of consistent availability overlapping with PST business hours
Compensation & Benefits
Hourly Rate: $4 – $6 USD/hour
Estimated Monthly: ?39,600 – ?59,400
Estimated Annual: ?475,200 – ?712,800 (based on 40 hours/week)
Payment Frequency: Biweekly
Payment Method: Bank Transfer
Role Overview

The Invoicing Specialist is responsible for the accurate and timely generation, validation, and delivery of customer invoices in alignment with company SOPs and service-level expectations. This role plays a critical part in maintaining cash flow, reducing billing errors, and ensuring a high level of customer trust.

Key Responsibilities
Invoice Processing & Management
Generate and post customer invoices based on shipped orders and supporting documentation
Ensure all invoices are completed within the 48-hour invoicing SLA
Review sales orders, purchase orders, and shipping data to confirm invoicing accuracy
Identify and resolve discrepancies prior to invoice posting

Invoice Delivery & Tracking
Send invoices to correct customer contacts and confirm successful delivery
Monitor “not sent” or pending invoices and ensure completion
Maintain accurate records of invoice status and follow-up actions

Customer Billing Support
Respond to customer inquiries related to invoices, billing discrepancies, and payment status
Coordinate with internal teams (Sales, Purchasing, Accounting) to resolve billing issues

Reporting & Reconciliation
Run and maintain invoicing reports (e.g., shipped not invoiced, open invoices, summary billing)
Reconcile invoice data between systems to ensure completeness and accuracy
Flag trends or recurring issues impacting invoicing accuracy or timing

Process Adherence & Improvement
Follow structured SOPs for invoicing workflows and exception handling
Escalate issues (e.g., missing PO, incorrect billing details) per defined processes
Contribute to continuous improvement by identifying gaps or inefficiencies

Required Skills & Qualifications
Excellent written English; clear and professional communication
High attention to detail (critical for invoice accuracy)
Ability to follow structured SOPs with consistency and precision
Proficiency in Microsoft Excel (filters, lookups, data validation)
Strong organizational skills and ability to manage multiple tasks
Tech-savvy and comfortable with cloud-based tools (Outlook, OneDrive, etc.)

Preferred Qualifications
Previous experience in invoicing, accounts receivable, or billing operations
Experience with accounting/ERP systems such as Microsoft Dynamics Business Central, QuickBooks, NetSuite, or Sage
Familiarity with order-to-cash workflows (sales orders, POs, shipments, invoicing)
Experience supporting remote or offshore teams

Soft Skills
Detail-oriented and accuracy-driven (“zero-error mindset”)
Reliable and highly accountable for deadlines and deliverables
Proactive communicator who raises issues early
Able to follow through on tasks with minimal supervision
Team-oriented and responsive during working hours

Success Metrics (What Good Looks Like)
Invoices processed within 48-hour SLA
High invoice accuracy rate (minimal errors or rework)
No missed or unsent invoices
Timely resolution of invoicing exceptions
Clear, professional communication with customers and internal teams