Billing Clerk

Key Responsibilities

Invoicing & Job Billing

• Prepare and issue customer invoices for fulfillment jobs in accordance with quotes, purchase orders, and customer billing requirements.


• Review job tickets, shipping documents, and proof of delivery to verify quantities shipped, overs/under, and completion status before billing.


• Bill change orders, rush charges, freight, and other job add-ons accurately and in line with customer agreements.


• Apply correct pricing, discounts, and sales tax based on customer terms, exemption certificates, and ship-to locations.


• Process credit memos, rebills, and invoice corrections with proper documentation and approval.

Discrepancy Resolution & Customer Support

• Research and resolve billing discrepancies by working with Customer Service, Program Sales, Production, and Shipping.


• Respond promptly and professionally to customer billing inquiries, providing copies of invoices and supporting documentation as needed.


• Track jobs that are complete but unbilled and follow up with internal teams to keep billing current.


• Submit invoices through customer portals and comply with customer-specific invoicing requirements (PO references, formats, deadlines).

Accounts Receivable & Records Support

• Assist with posting customer payments and reconciling payment discrepancies as needed.


• Support collections efforts by providing invoice copies, backup documentation, and account detail.


• Maintain organized, complete billing files and records in accordance with company retention policies.


• Assist with month-end close activities, including ensuring all shipped jobs are invoiced in the proper period.

General Administrative Support

• Maintain accurate customer billing information in the ERP/accounting system, including terms, contacts, and tax status.


• Generate routine billing and open-order reports for the Accounting Manager and Controller.


• Identify and suggest improvements to billing processes and documentation.


• Perform other accounting and administrative duties as assigned.

Qualifications

Required

• High school diploma or equivalent.


• 1–3 years of billing, invoicing, accounts receivable, or related administrative experience.


• Strong attention to detail and accuracy, particularly with numbers, pricing, and data entry.


• Proficiency in Microsoft Office, especially Excel, and comfort learning ERP/accounting systems.


• Professional written and verbal communication skills for working with customers and internal teams.


• Team player who works well with Customer Service, Production, Shipping, and Sales.

Preferred

• Associate degree or coursework in accounting, bookkeeping, or business administration.


• Experience with job-costing or print-industry ERP/MIS systems and customer invoicing portals.


• Familiarity with sales tax rules and exemption certificates.