SUMMARY:
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POSITION INFO:
Invoicing Supervisor | Epping, Cape Town | Permanent
Are you an experienced invoicing professional who thrives in a high-volume environment where accuracy, speed and accountability matter? Take ownership of a critical billing function within a fast-moving fresh produce and food distribution business.
Urban Foods is looking for an experienced and hands-on Invoicing Supervisor to oversee the end-to-end invoicing function for its Cape Town operation. Managing a team of three invoicing clerks, you will ensure customer orders are accurately captured, priced, processed and invoiced within strict daily cut-off times.
This is a key coordination role sitting between Sales, Procurement, Warehouse, Dispatch and Finance. You will be responsible for identifying and resolving billing discrepancies, managing customer-specific pricing, monitoring credits and unbilled orders, supporting reconciliations and protecting the business against revenue leakage.
The successful candidate will join an established national fresh produce and food distribution business supplying premium produce, proteins and specialty ingredients to restaurants, hotels and caterers across South Africa. The Cape Town operation is based in Epping and operates in a time-sensitive environment where reliable order processing, accurate billing and responsive customer service are essential.
What You'll Do
Oversee the complete daily invoicing process for the Cape Town operation
Ensure approximately 40–60 customer orders are accurately captured and invoiced each day
Verify pricing, quantities, discounts, credits and customer-specific agreements
Ensure invoices are generated accurately and within required cut-off times
Investigate and resolve invoicing discrepancies, pricing variances and credit notes
Match customer orders, picking slips, delivery notes and invoices
Monitor unbilled orders and ensure they are processed promptly
Maintain accurate customer billing records
Manage and develop a team of three invoicing clerks
Allocate daily workloads and monitor productivity
Set and monitor performance standards and KPIs
Check work for accuracy and address errors promptly
Train team members on invoicing procedures, systems and processes
Work closely with Finance and Accounts Receivable on reconciliations and account queries
Investigate customer billing disputes and resolve discrepancies
Ensure credit notes and adjustments are correctly authorised and processed
Support accurate month-end invoicing and reporting
Identify billing errors and potential revenue leakage
Coordinate with Sales, Procurement, Warehouse and Dispatch to resolve order discrepancies
Communicate pricing and billing issues quickly to the relevant departments
Produce daily and weekly invoicing and performance reports
Monitor invoicing volumes, errors, credits and outstanding queries
Use Excel to analyse billing data and identify trends or discrepancies
Work with ERP and accounting systems to improve billing accuracy and efficiency
Identify opportunities to streamline or automate invoicing processes
What You Bring
3–5+ years' experience in invoicing, billing, accounts administration or a similar environment
At least 2 years' experience managing or supervising an invoicing or accounts team
Proven experience managing high-volume invoicing
Strong understanding of the order-to-invoice process
Experience processing approximately 40–60 customer orders daily would be advantageous
Strong Excel skills
Practical experience with Pastel and Sage 300
Experience using ERP, accounting or invoicing systems
Strong numerical and analytical ability
Excellent attention to detail and accuracy
Strong communication and problem-solving skills
Ability to work under tight daily deadlines
Commercial awareness and an understanding of the impact of billing accuracy on cash flow and revenue
A hands-on, accountable and process-driven approach
Experience within fresh produce, food distribution, FMCG, wholesale, retail, hospitality supply, restaurant supply or another high-volume B2B environment will be highly advantageous.
What Success Looks Like
Daily invoicing is completed accurately and within required cut-off times
Order-to-invoice accuracy remains consistently high
Billing errors and unnecessary credit notes are reduced
Customer billing queries are resolved quickly and effectively
Pricing, discounts and customer-specific agreements are accurately reflected
Unbilled orders are identified and processed without unnecessary delay
Revenue leakage is proactively identified and prevented
Month-end invoicing is completed accurately and efficiently
The invoicing team operates productively with clear accountability
Sales, Operations and Finance receive timely and accurate billing information
Processes are continuously improved to increase efficiency without compromising accuracy
