An invoice clerk plays a key role in accounts departments. They are typically assigned either to the accounts receivable or accounts payable departments, although in smaller organizations, the clerk may handle both incoming and outgoing invoicing. In general, the invoice clerk's main job is to ensure accuracy in all invoices. He or she helps make sure that all goods or services described on incoming invoices were received and the invoice price is the agreed-upon amount. For accounts payable, the clerk typically enters goods and services from shipping information or customer purchase orders into a computer database, ensuring that the pricing and totals are accurate before sending the invoice out to be paid.
This employee is meant to provide verification that helps to prevent delays in customer payments and ensures that no overpayments are made to vendors in error. The invoice clerk is expected to clarify and resolve any invoicing discrepancies, and thus it is important for him or her to maintain a good line of communication with the accounting departments of company clients and vendors. Additionally, the clerk is usually the first point of contact for inquiries related to these invoices.
Most invoice clerks are promoted from within companies and have worked in an office administration function, although entry-level applicants with some post-high school education in accounting may find positions as well. Clerks should have excellent math skills and have a good eye for detail.
Invoice Clerk Tasks
Receive and process orders through computer entry, organize faxes, and ensure invoice is complete and totals are accurate.
Calculate any additional charges or shipping dates and enter data into the computer.
Flag pricing, promotion, or credit issues and verify orders for authenticity.