Accounts Receivable and Billing Manager

Key Responsibilities

Billing Management

• Manage the entire billing cycle to ensure accurate and timely invoicing.
• Review billing data, contracts, pricing and customer records prior to issuing invoices.
• Ensure invoices comply with customer requirements, contracts, tax legislation and internal policies.
• Monitor billing cut-off dates to record revenue in the appropriate financial period.
• Supervise credit notes, debit notes, invoice reversals and billing adjustments.
• Investigate recurring billing issues and implement effective corrective actions.
• Ensure invoices and statements are dispatched via suitable channels.
• Collaborate with Sales, Operations, Customer Service and Finance teams to resolve billing discrepancies.
• Maintain billing schedules for recurring, project-based, usage-based or contractual charges.
• Identify opportunities to automate and streamline billing processes.

Accounts Receivable Management

• Manage the debtors ledger, ensuring customer accounts are accurate and current.
• Monitor outstanding balances, overdue accounts and collection performance diligently.
• Review debtor ageing reports and apply appropriate collection measures.
• Ensure prompt and accurate allocation of customer payments.
• Investigate and resolve unidentified receipts, short payments, overpayments and unallocated cash.
• Review customer account reconciliations and address reconciling items.
• Administer customer refunds in accordance with approved policies and delegated authority.
• Regularly review and reconcile suspense and clearing accounts.
• Monitor disputed invoices and ensure timely resolution within agreed service levels.
• Maintain detailed records of collection activities and customer commitments.

Credit Control and Collections

• Develop and implement effective collection strategies.
• Maintain proactive communication with customers before and after invoice due dates.
• Monitor payment arrangements and promptly follow up on missed commitments.
• Escalate high-risk, long-overdue or disputed accounts to relevant stakeholders.
• Recommend suspension of services or accounts for customers who consistently fail to meet obligations.
• Coordinate external debt collection and legal recovery when necessary.
• Review and recommend credit limits and payment terms in accordance with the organisation's credit policy.
• Monitor customer credit exposure and identify high-risk accounts.
• Negotiate payment plans within authorised limits.
• Support initiatives to reduce overdue debt and days sales outstanding.

Reporting and Financial Control

• Prepare accurate weekly and monthly accounts receivable reports.
• Report on debtor ageing, collections, overdue balances, disputes, cash allocation and billing performance.
• Analyse trends and provide management with clear, insightful commentary on key movements and risks.
• Support monthly, quarterly and annual financial close processes.
• Reconcile the accounts receivable sub-ledger with the general ledger.
• Review bad-debt provisions and expected credit-loss calculations with finance partners.
• Recommend bad-debt write-offs in line with company policy and approval procedures.
• Provide cash collection forecasts, highlighting potential shortfalls.
• Maintain supporting schedules for internal and external audits.
• Ensure accounts receivable and billing controls are fully documented, implemented and regularly reviewed.
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• Customer Enquiry and Stakeholder Management

• Act as the escalation point for complex billing and customer account enquiries.
• Build strong working relationships with key customers and internal stakeholders.
• Coordinate cross-functional enquiry resolution meetings.
• Ensure customer enquiries are acknowledged, tracked and resolved within agreed service levels.
• Address root causes of disputes rather than merely correcting individual transactions.
• Communicate clearly and professionally with customers regarding invoices, statements, overdue balances and payment arrangements.
• Collaborate with Sales and Operations teams to improve order-to-cash processes.
• Provide management with timely updates on significant customer risks and unresolved issues