Job Title: Remote Accounts Payable & Receivable Specialist
Job Type: Full-Time/Part-Time | Independent Contractor
About the Role:
A detail-oriented and reliable Accounts Payable & Receivable Specialist is needed to manage day-to-day billing, invoicing, payment tracking, and financial reporting for a growing freight and logistics business.
The role involves preparing customer invoices, recording supplier bills, reconciling financial information, and maintaining accurate accounts payable and receivable records. The ideal candidate has hands-on experience with QuickBooks Online, Bill.com, and Excel, along with the ability to manage recurring deadlines and high-volume transactions with minimal supervision.
Experience in freight, logistics, or transportation billing is preferred, as the role involves shipment-based invoicing, supporting documents, and industry-specific charges. Accuracy, organization, and knowing when to clarify discrepancies rather than make assumptions are essential.
Key Responsibilities:
Accounts Receivable & Customer Invoicing
- Prepare and issue customer invoices in QuickBooks Online using approved billing amounts and shipment details.
- Verify customer information, shipment references, charges, and supporting documents before invoicing.
- Track incoming payments, monitor overdue balances, and flag discrepancies.
- Prepare weekly accounts receivable and bank deposit summaries.
- Maintain accurate customer records and update sales commission reports when applicable.
Accounts Payable & Supplier Bills
- Collect and review supplier invoices and supporting documents.
- Enter supplier bills into Bill.com, checking for duplicate invoices and verifying amounts and due dates.
- Ensure bills are entered before weekly approval deadlines.
- Maintain supplier statements of account and provide updates when requested.
- Route bills for approval and follow established payment procedures.
Billing Reports & Financial Reconciliation
- Prepare shipment-level profit and loss reports using Excel.
- Prepare weekly statements of account and supporting billing reports for customers.
- Reconcile invoices, shipment costs, pricing, and supporting documentation before submitting billing packages.
- Prepare monthly accounts payable and receivable reports.
- Monitor outstanding customer balances and follow up on payment confirmations as needed.
Data Management & Documentation
- Maintain organized and accurate financial records across QuickBooks Online, Bill.com, Excel, Google Sheets, and Airtable.
- Review shipment records and supporting documents to confirm that required information is complete.
- Prepare pricing sheets using approved rates and instructions.
- Follow established filing conventions and maintain proper documentation for all transactions.
Qualifications & Ideal Traits:
Must-Have
- At least 3 years of combined accounts payable and accounts receivable experience.
- Hands-on experience using QuickBooks Online for invoicing and accounts receivable.
- Experience with Bill.com for supplier bill entry and approval workflows.
- Strong Excel skills, including lookups, pivot tables, and financial reporting.
- Experience preparing invoices, reconciling transactions, and tracking outstanding balances.
- Strong attention to detail and ability to meet recurring deadlines.
- Good written English communication skills.
- Ability to follow documented procedures and escalate unclear charges, discrepancies, or approval questions rather than making assumptions.
- Highly organized, dependable, and capable of working independently.
Preferred
- Previous experience in freight forwarding, logistics, third-party logistics (3PL), or transportation billing.
- Familiarity with shipment documentation, proof of delivery (POD), accessorial charges, lane pricing, and warehouse markups.
- Experience with Airtable and Google Sheets.
- Experience preparing customer statements of account and managing recurring billing and collection cycles.
Working Environment:
- Fully remote position.
- Deadline-driven role with recurring weekly and monthly deliverables.
- Requires accuracy when handling high-volume invoices, supplier bills, and shipment-related financial records.
- Works closely with internal team members to clarify billing details and resolve discrepancies.
- Requires sound judgment, clear communication, and consistent follow-through.
- Payment approvals and payment scheduling remain the responsibility of authorized personnel; the specialist handles preparation, documentation, and reporting.
