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.
• Prepare billing reports and supporting schedules as required.
• Support accounts receivable and general ledger reconciliations.
• Respond to billing-related enquiries from Financial Accounting and auditors.
• Assist with year-end financial and audit requirements.

Reporting

• Prepare daily, weekly and monthly billing reports.
• Report on invoice volumes, billing values, credit notes, adjustments and unbilled transactions.
• Monitor invoice processing and query resolution turnaround times.
• Highlight billing delays, documentation gaps and recurring errors.
• Provide explanations for significant billing movements and adjustments.
• Maintain billing trackers and performance dashboards.
• Escalate risks that may impact revenue recognition, cash collection or customer relationships.

Process Improvement

• Identify opportunities to streamline and standardise billing activities.
• Recommend improvements to reduce errors and manual processing.
• Assist with the development and maintenance of billing procedures.
• Participate in billing system testing, upgrades and implementation projects.
• Support automation of recurring invoices and billing controls.
• Conduct root cause analysis on recurring billing issues.
• Share process knowledge and provide billing guidance to colleagues.
• Maintain up-to-date process maps and standard operating procedures.

Governance and Compliance

• Adhere to the organisation’s billing policies, procedures and approval requirements.
• Comply with delegated authority limits and segregation-of-duty controls.
• Ensure all transactions are supported by valid and complete documentation.
• Maintain an accurate audit trail for invoices, credit notes and adjustments.
• Protect confidential customer, contractual and financial information.
• Report any suspected fraudulent, duplicate or unauthorised transactions.
• Support internal and external audit requests.
• Comply with applicable tax, privacy and record-retention regulations.

Minimum Qualifications

• Matric / Grade 12.
• Diploma, certificate or equivalent qualification in Accounting, Finance, Bookkeeping, Credit Management or Business Administration.
• A relevant degree or higher-level financial qualification would be advantageous.
• Additional training in billing, accounts receivable or financial systems is beneficial.

Experience

• 3-5 years’ experience in billing, invoicing, accounts receivable or a related finance role.
• Experience processing high-volume or complex customer billing.
• Familiarity with contracts, purchase orders and pricing schedules.
• Proven track record in resolving invoice disputes and customer billing queries.
• Experience preparing reconciliations and month-end schedules.
• Proficient in ERP, accounting or billing systems.
• Exposure to customer portals and electronic invoicing is advantageous.
• Experience within the relevant industry is beneficial.

Technical Knowledge and Skills

• Comprehensive knowledge of billing and invoicing principles.
• Understanding of accounts receivable and order-to-cash processes.
• Ability to interpret contracts, quotations, pricing schedules and purchase orders.
• Familiarity with credit notes, debit notes, invoice reversals and re-billing procedures.
• Knowledge of basic accounting and financial reconciliation principles.
• Understanding of applicable tax invoice requirements.
• Intermediate to advanced Microsoft Excel skills.
• Proficiency in ERP or accounting systems such as SAP, Oracle, Microsoft Dynamics or comparable platforms.
• Ability to manage high volumes of transactional data efficiently.
• Strong numerical and analytical skills.
• High level of accuracy and meticulous attention to detail.
• Excellent business writing and customer communication skills.

Contact information

Luphelia Prins