Invoice Clerk: Job Descriptions, Key Responsibilities, Top Skills, Salaries You Can’t Miss in 2025!

invoice clerk job description

In the world of finance and accounting, an Invoice Clerk plays a key role in keeping an organization’s financial operations running smoothly. But what does an Invoice Clerk actually do? Let’s break it down and take a closer look at their responsibilities, the skills they need, and how you can step into this important role.

An Invoice Clerk, also known as an Invoicing Clerk, handles the company’s billing operations. They prepare and issue invoices, verify transaction details, maintain accurate financial records, and ensure that payments are timely. 

Additionally, they may resolve billing discrepancies, communicate with clients about payments, and work closely with other departments to streamline the invoicing process. Their role is vital for maintaining a company’s cash flow and ensuring smooth financial operations.

Invoicing Clerk Job Description Template

Job Title: Invoice Clerk

Location: [Company Name], [City, State]

Reports To: Accounting Manager / Finance Manager

Summary:

[Company Name] is seeking a detail-oriented and organized Invoice Clerk to join our accounting team. The ideal candidate will be responsible for preparing, processing, and maintaining invoices to ensure accurate and prompt billing. This role is crucial in supporting our financial operations and ensuring the smooth flow of transactions.

Key Responsibilities:

  • Invoice Preparation: Generate and issue invoices to customers based on service agreements and sales orders.
  • Data Entry: Accurately enter invoice information into the accounting system.
  • Verify Transactions: Review invoices for completeness and accuracy, ensuring that all necessary information is included.
  • Dispute Resolution: Address and resolve any discrepancies or disputes related to billing.
  • Record Maintenance: Maintain organized and accurate records of all invoices, payments, and transactions.
  • Customer Communication: Communicate with customers regarding billing inquiries and follow up on outstanding invoices.
  • Accounts Receivable Support: Assist in monitoring and managing accounts receivable, ensuring timely collection of payments.
  • Reporting: Prepare and submit regular reports on invoicing activities and status.
  • Compliance: Ensure all invoicing procedures comply with company policies and relevant regulations.
  • Collaborate with Departments: Work closely with other departments, such as Sales and Customer Service, to ensure accurate billing information and customer satisfaction.

Requirements:

  • Education: High school diploma or equivalent; associate’s degree in accounting or a related field preferred.
  • Experience: Proven experience as an Invoice Clerk, Billing Clerk, or in a similar role.
  • Skills:
    • Proficiency in accounting software (e.g., QuickBooks, SAP).
    • Strong attention to detail and accuracy.
    • Excellent organizational and time-management skills.
    • Effective communication and interpersonal abilities.
    • Ability to handle sensitive information with confidentiality.
  • Additional Qualifications:
    • Familiarity with basic accounting principles and practices.
    • Strong problem-solving skills and a proactive approach to addressing issues.

Working Conditions:

  • Hours: Full-time, Monday to Friday, 9 AM to 5 PM.
  • Environment: Office setting with a professional dress code.

Salary and Benefits:

  • Salary: Competitive and commensurate with experience.
  • Benefits: Health insurance, paid time off, retirement plan, and other benefits as per company policy.

How to Apply:

Interested candidates should submit their resume and a cover letter to [email address] by [application deadline]. Please include “Invoice Clerk Application – [Your Name]” in the subject line.

Invoice Clerk Job Description Sample

Job Title: Invoice Clerk

Location: [Location]

Employment Type: Full-time

Reporting To: Accounts Payable Supervisor or Finance Manager

Invoice Clerk Roles & Responsibilities

  1. Invoice Processing: Reviewing and processing incoming invoices from vendors, ensuring accuracy and completeness of information.
  2. Data Entry: Entering invoice details into accounting software or spreadsheets, accurately recording financial transactions.
  3. Vendor Communication: Communicating with vendors regarding invoice discrepancies, missing documentation, or payment inquiries.
  4. Invoice Approval: Routing invoices for approval according to company procedures and obtaining necessary authorizations.
  5. Payment Processing: Assisting with payment processing tasks, such as preparing checks, initiating electronic payments, or processing wire transfers.
  6. Invoice Reconciliation: Reconciling invoices with purchase orders, receiving reports, and other supporting documentation to ensure accuracy.
  7. Record Keeping: Maintaining organized records of invoices, payments, and related documentation for auditing and reporting purposes.
  8. Issue Resolution: Resolving invoice discrepancies or billing issues promptly and effectively, collaborating with internal departments and vendors as needed.

Invoice Clerk Requirements

  • High school diploma or equivalent (Associate’s or Bachelor’s degree in Accounting or Finance preferred)
  • Previous experience in accounts payable, billing, or related roles may be advantageous
  • Proficiency in accounting software (e.g., QuickBooks, SAP) and Microsoft Excel
  • Strong attention to detail, accuracy, and organizational skills
  • Effective communication and interpersonal skills, with the ability to work both independently and collaboratively

Invoice Clerk Education and training Requirements

While formal education beyond high school may not always be required, candidates with additional coursework or certifications in accounting or finance may have an advantage when applying for roles as Invoice Clerks. On-the-job training and experience in accounts payable processes and software usage are often provided by employers to enhance job performance.

invoice clerk salary

Invoice Clerk Salary

The salary for an Invoice Clerk can vary based on factors such as location, industry, company size, and the individual’s level of experience and education. Here are some general salary ranges for Invoice Clerks in different regions:

United States

  • National Average: $30,000 to $45,000 per year
  • Entry-Level: $25,000 to $35,000 per year
  • Experienced: $40,000 to $50,000 per year
  • Top-End: $50,000 to $60,000+ per year (in high-demand areas or large companies)

United Kingdom

  • National Average: £18,000 to £25,000 per year
  • Entry-Level: £16,000 to £20,000 per year
  • Experienced: £22,000 to £28,000 per year
  • Top-End: £28,000 to £35,000+ per year (in London or large companies)

Canada

  • National Average: CAD 35,000 to CAD 50,000 per year
  • Entry-Level: CAD 30,000 to CAD 40,000 per year
  • Experienced: CAD 45,000 to CAD 55,000 per year
  • Top-End: CAD 55,000 to CAD 65,000+ per year (in major cities or large companies)

Australia

  • National Average: AUD 45,000 to AUD 60,000 per year
  • Entry-Level: AUD 40,000 to AUD 50,000 per year
  • Experienced: AUD 55,000 to AUD 70,000 per year
  • Top-End: AUD 70,000 to AUD 80,000+ per year (in major cities or large companies)

India

  • National Average: ₹200,000 to ₹350,000 per year
  • Entry-Level: ₹150,000 to ₹250,000 per year
  • Experienced: ₹300,000 to ₹400,000 per year
  • Top-End: ₹400,000 to ₹500,000+ per year (in major cities or large companies)

Factors Affecting Salary

  1. Location: Urban areas with a higher cost of living often offer higher salaries.
  2. Industry: Specialized industries (e.g., finance, healthcare) may offer higher wages.
  3. Experience: More experienced clerks tend to earn higher salaries.
  4. Company Size: Larger companies may offer higher salaries and better benefits.
  5. Education and Certifications: Advanced education or certifications can enhance salary prospects.

For the most accurate and current salary information, consider checking local job listings, salary surveys, or platforms like Glassdoor, Payscale, and LinkedIn.

FAQs on Invoicing Clerk

What is the average salary for an Invoice Clerk?

According to Indeed, the average salary for Invoice Clerks in the United States ranges from $30,000 to $45,000 per year, depending on factors such as experience, location, and industry.

What skills are essential for an Invoice Clerk?

Key skills for success in this role include attention to detail, proficiency in accounting software and Microsoft Excel, strong organizational abilities, effective communication, and the ability to manage multiple tasks efficiently.

Is experience required to become an Invoice Clerk?

While prior experience in accounts payable or billing roles may be preferred by some employers, entry-level positions as Invoice Clerks may be available to candidates with relevant skills and a willingness to learn on the job.

In conclusion, the role of an Invoice Clerk is integral to the financial operations of an organization, ensuring accurate and timely processing of invoices and payments. With their attention to detail and organizational skills, Invoice Clerks contribute significantly to maintaining the financial health and efficiency of businesses in today’s dynamic marketplace.

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