Accounts Receivable (AR) - Billing & Invoice Submission Analyst

Candidate Skills / Core Competencies

• High attention to detail
• Ability to multi-task effectively
• Strong critical thinking and problem-solving skills
• High sense of urgency and ability to meet tight deadlines

Manage the daily, weekly, and monthly billing cycles, ensuring accurate data is extracted from the ERP/CRM system and invoices are generated and distributed to customers according to established terms and deadlines.

Scrutinize all sales orders, contracts, and supporting documentation to ensure billing information (pricing, discounts, terms, customer details) is correct before invoice creation.

Verify that all invoices comply with local, state, and international tax regulations, sales tax exemptions, and contractual terms (e.g., milestone billing, recurring subscriptions).

Perform periodic reconciliation of the Accounts Receivable sub-ledger to the General Ledger, investigating and resolving discrepancies related to unapplied cash, misposted charges, or billing errors.

Serve as the primary contact for complex billing disputes and inquiries from customers and internal teams, researching issues, issuing credit memos or adjustments, and communicating resolutions clearly.

Identify opportunities to automate or streamline the billing workflow, reduce manual errors, and improve the efficiency of the cash collection cycle.

Assist the Accounting team with period-end close procedures, including preparing billing accruals, deferred revenue schedules, and summary reports related to invoicing activity.

Review finalized invoices against specific customer contracts or Purchase Order (PO) terms to confirm required fields (e.g., PO numbers, line item descriptions, tax codes) are accurate before submission.

Execute the timely and accurate submission of invoices and required supporting documentation (e.g., timesheets, acceptance forms, receipts) through various customer portals, EDI, or secure electronic mail methods.

Proactively monitor customer portals and internal systems for submission rejections or warnings; promptly correct and resubmit invoices to avoid payment delays.

Maintain an organized, up-to-date library of submission procedures, contact information, and specific compliance checklists for all major customers or platform requirements.

Liaise with Sales, Project Management, and AR Collections teams to understand and resolve issues related to missing documentation or customer submission requirements.

Recommend and implement improvements to the submission process, leveraging automation tools or better system integration to increase efficiency and reduce submission errors.

Track and report on key submission metrics, including first-pass submission success rate and time taken between invoice generation and successful customer acceptance.