Billing Specialist

SUMMARY:
The Billing Specialist is responsible for preparing, reviewing and issuing accurate customer invoice

POSITION INFO:

Job Purpose

The Billing Specialist is responsible for preparing, reviewing and issuing accurate customer invoices and associated billing documentation within agreed timeframes. This role ensures that all billing activities are supported by valid contracts, customer instructions, pricing schedules and operational documentation. The Billing Specialist investigates billing discrepancies, maintains precise billing records, and collaborates closely with internal departments to resolve queries. This position supports revenue integrity, customer satisfaction, effective cash collection and accurate financial reporting.

Key Responsibilities

Invoice Preparation and Processing

• Issue customer invoices accurately and within agreed billing deadlines.
• Validate billing information against contracts, quotations, purchase orders, pricing schedules and supporting documentation.
• Verify quantities, rates, discounts, taxes and customer details prior to invoice processing.
• Process recurring, usage-based, project-based and ad hoc billing transactions efficiently.
• Assign invoices to the correct customer account and financial period.
• Maintain an accurate billing schedule and monitor forthcoming deadlines.
• Ensure all completed services or delivered products are billed promptly and appropriately.
• Identify unbilled transactions and escalate outstanding information to relevant stakeholders.

Billing Verification and Quality Control

• Conduct pre-billing checks to ensure invoices are complete, accurate and well supported.
• Review customer master data, billing addresses, tax details, payment terms and contact information for accuracy.
• Verify compliance with customer-specific billing requirements.
• Cross-check billing data against operational, sales or service-delivery records.
• Identify and rectify duplicate, incomplete or erroneous billing transactions prior to invoice issuance.
• Maintain comprehensive supporting documentation for invoices and adjustments.
• Assist with periodic billing audits and quality assurance reviews.

Credit Notes and Billing Adjustments

• Prepare credit notes, debit notes, re-bills and invoice reversals based on authorised requests.
• Ensure all adjustment requests are supported by valid documentation and appropriate approvals.
• Maintain a detailed audit trail for all billing adjustments.
• Investigate root causes of billing errors and recommend preventative actions.
• Escalate high-value, unusual or recurring adjustments to the Billing Manager.
• Monitor rejected or cancelled invoices and ensure timely corrective actions.
• Track credit note requests to ensure prompt processing.

Customer Billing Queries

• Respond promptly and professionally to customer enquiries regarding invoices, charges, supporting documents and account information.
• Investigate disputed invoices by reviewing contracts, pricing, service records and billing history.
• Provide customers with invoice copies, statements and relevant supporting documentation as required.
• Record, track and follow up on billing queries until fully resolved.
• Communicate clearly and courteously with customers and internal stakeholders.
• Escalate complex or unresolved disputes to the Billing Manager or Accounts Receivable team.
• Ensure query resolutions and agreed corrections are thoroughly documented.
• Support the Accounts Receivable team in resolving payment delays arising from billing issues.

Customer Master Data Management

• Capture and maintain accurate customer billing information within the financial or billing system.
• Process authorised amendments to customer addresses, contacts, tax details and billing instructions.
• Ensure all customer master data changes receive appropriate approval.
• Identify and resolve incomplete, duplicated or inaccurate customer records.
• Maintain confidentiality when handling sensitive customer and financial information.
• Support periodic customer master data reviews and cleansing initiatives.

Billing Reconciliations

• Reconcile billed transactions against contracts, operational records and source system data.
• Reconcile billing reports with the accounts receivable subledger.
• Identify discrepancies between services delivered and amounts invoiced.
• Investigate unbilled revenue, duplicate invoices and unmatched transactions.
• Prepare supporting billing schedules for month-end reporting.
• Follow up on reconciling items to ensure timely resolution.
• Maintain accurate records of completed reconciliations.

Month-End Support

• Complete billing activities in accordance with the month-end timetable.
• Ensure all billing batches are processed prior to the financial cut-off.
• Provide information relating to unbilled transactions and outstanding billing documentation.
• Assist with revenue completeness and cut-off reviews.