Billing clerk

Billing clerks create invoices and credit memos, issuing them to customers by all necessary means, and updating customer files. They issue invoices to customers and monthly customer statements, update customer files, process credit memos, enter and submit invoices, etc.

Billing clerks typically do the following:

• Manage account balances to discover outstanding debts or other inconsistencies
• Collect all information needed to calculate bills receivable (order amounts, discount rates etc.)
• Check the data input in the accounting system to ensure accuracy of final bill
• Issue invoices and bills and sent them to customers through various channels (mail, e-mail etc.)
• Issue customer account statements periodically or whenever necessary
• Receive payments through various methods (cash, online payments etc.) and check for credibility
• Send reminders for payments and contact customers when assigned
• Update accounting records with new payments, balances, customer information etc.
• Answer questions and handle complaints from customers regarding bills
• Report on activity to upper management

The following job titles also refer to billing clerk:

financial clerk
account receivable clerk
accounts receivables clerk
invoice clerk
accounting officer
financial administration clerk
posting clerk
accounts payable officer

A high school diploma or equivalent is generally the minimum required to work as billing clerk. However, employers often preferred candidates with an associate’s degree or a vocational school training.

Billing clerks learn their tasks through on-the-job training.

ISCO skill level is defined as a function of the complexity and range of tasks and duties to be performed in an occupation. It is measured on a scale from 1 to 4, with 1 the lowest level and 4 the highest, by considering:

• the nature of the work performed in an occupation in relation to the characteristic tasks and duties
• the level of formal education required for competent performance of the tasks and duties involved and
• the amount of informal on-the-job training and/or previous experience in a related occupation required for competent performance of these tasks and duties.

Billing clerk is a Skill level 2 occupation.

These occupations, although different, require a lot of knowledge and skills similar to billing clerk.

secretary
foreign language correspondence clerk
file clerk
receptionist
bank teller

These occupations require some skills and knowledge of billing clerk. They also require other skills and knowledge, but at a higher ISCO skill level, meaning these occupations are accessible from a position of billing clerk with a significant experience and/or extensive training.

bookkeeper
accounting assistant
mortgage loan underwriter
administrative assistant
office manager

This knowledge should be acquired through learning to fulfill the role of billing clerk.

• Financial department processes: The different processes, duties, jargon, role in an organisation, and other specificities of the financial department within an organisation. Understanding of financial statements, investments, disclosing policies, etc.
• Financial capability: Financial operations such as calculations, cost estimations, budget management taking relevant commercial and statistical data into account such as data for materials, supplies and manpower.

These skills are necessary for the role of billing clerk.

• Allocate bills: Prepare and issue bills to clients and debtors taken from the accounts receivable of the financial statements. Disclose the amount to pay, the due date, taxing information, and additional details as necessary.
• File documents: Create a filing system. Write a document catalogue. Label documents etc.
• Organise business documents: Put together documents coming from the photocopier, the mail, or the daily operations of businesses.
• Follow up accounts receivables: Revise the accounts receivables section in the financial statements in order to breakdown the financial rights that the company has over other entities. Take actions in order to close the accounts and collect the money.
• Use office systems: Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes administration of systems such as customer relationship management, vendor management, storage, and voicemail systems.
• Fill out forms: Fill out forms of a different nature with accurate information, legible calligraphy, and within a timely manner.
• Maintain credit history of clients: Create and maintain the credit history of clients with relevant transactions, supporting documents, and details of their financial activities. Keep these documents updated in case of analysis and disclosure.
• Maintain customer records: Keep and store structured data and records about customers in accordance with customer data protection and privacy regulations.
• Handle financial transactions: Administer currencies, financial exchange activities, deposits as well as company and voucher payments. Prepare and manage guest accounts and take payments by cash, credit card and debit card.
• Maintain financial records: Keep track of and finalise all formal documents representing the financial transactions of a business or project.

These skills and competences are sometimes, but not always, required for the role of billing clerk. However, mastering these skills and competences allows you to have more opportunities for career development.

• Communicate with customers: Respond to and communicate with customers in the most efficient and appropriate manner to enable them to access the desired products or services, or any other help they may require.
• Interview bank loanees: Perform interviews with candidates requesting a bank loan for different purposes. Pose questions in order to test the goodwill and the financial means of candidates for paying back the loan.
• Assess debtor’s financial situation: Assess the defaulter’s pecuniary circumstances by evaluating the personal income and expenses, and the balance sheet which includes the value of the house, bank account, car and other assets.
• Count money: Calculate money by sorting and wrapping money and coins.
• Interpret financial statements: Read, understand, and interpret the key lines and indicators in financial statements. Extract the most important information from financial statements depending on the needs and integrate this information in the development of the department’s plans.
• Prepare financial statements: Collect, entry, and prepare the set of financial records disclosing the financial position of a company at the end of a certain period or accounting year. The financial statements consisting of five parts which are the statement of financial position, the statement of comprehensive income, the statement of changes in equity (SOCE), the statement of cash flows and notes.
• Handle petty cash: Handle petty cash for minor expenses and transactions required for the daily running of a business.
• Take payments for bills: Accept payments from customers by cash money or credit cards.
• Create a financial report: Finalise project accounting. Prepare an actual budget, compare the discrepancy between the planned and actual budget, and draw final conclusions.
• Communicate by telephone: Liaise via telephone by making and answering calls in a timely, professional and polite manner.
• Manage accounts: Manage the accounts and financial activities of an organisation, supervising that all the documents are correctly maintained, that all the information and calculations are correct, and that proper decisions are being made.

4311 – Accounting and bookkeeping clerks

---

References

1. Billing clerk – ESCO
2. Billing Clerk job description template | Workable
3. Billing Clerk – SHRM
4. Featured image: Photo by Karolina Grabowska