Invoicing Clerk

The Invoicing clerk plays a critical role in the financial operations of the company by ensuring accurate, timely, and compliant generation of customer invoices for all products dispatched. This role bridges sales, production, and accounts functions, ensuring that every transaction is properly documented, billed, and aligned with internal controls, pricing policies, statutory tax regulations, and customer agreements. The position requires utmost attention to detail, integrity, and efficiency in maintaining financial data accuracy and supporting overall revenue recognition processes.

KEY RESPONSIBILITIES

• Prepare and issue accurate customer invoices based on delivery notes and approved sales orders.
• Verify dispatch quantities and prices with production, sales, and delivery teams before invoicing.
• Maintain accurate record of all invoices.
• Ensure timely billing and submission of invoices to customers and relevant internal departments.
• Ensure all invoices comply with current VAT legislation, Kenya Revenue Authority (KRA) regulations, and internal policies.
• Reconcile daily invoice postings with ERP entries, dispatch logs, and physical delivery
• Coordinate with the Sales and Logistics departments to resolve any discrepancies in invoicing.
• Assist in preparing end-of-month reports including invoicing summaries, revenue statements, and unbilled revenue analysis.
• Support internal and external audits by providing necessary invoicing documents and explanations.
• Handle customer inquiries, clarifications, and disputes regarding billing in a professional and timely manner.
• Sharing reports when needed to the supervisor.
• Ensure data entry accuracy into the Tally ERP system and maintain up-to-date billing records
• Report any invoicing irregularities or concerns to the head of dales immediately.
• Participate in continuous process improvement for the invoicing function

QUALIFICATIONS AND EXPERIENCE

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
• Minimum of three (3) years of relevant experience in invoicing or billing, preferably within the steel or manufacturing sector.
• Prior experience with Tally ERP systems will be considered an added advantage.
• Sound knowledge of VAT legislation and other tax compliance requirements related to invoicing.

Key Skills

• Strong numerical accuracy and attention to detail.
• Excellent knowledge of billing procedures and financial documentation.
• Proficiency in Microsoft Excel and billing/invoicing modules of Tally ERP system.
• Excellent communication and interpersonal skills.
• Strong organizational and time management abilities.
• Ability to work under pressure and meet tight deadlines.
• Integrity, confidentiality, and a strong sense of accountability.
• Problem-solving mindset and ability to work collaboratively across departments.

KPI’s

• Invoice Accuracy Rate – Percentage of invoices issued without errors.
• Turnaround Time – Average time taken to generate and dispatch invoices.
• Data Entry Accuracy Rate – Accuracy of invoice-related data entered into the ERP system.
• Compliance Rate – Adherence to VAT and other statutory invoicing requirements.
• Monthly Reconciliation Timeliness – Efficiency in completing end-of-month invoice reconciliations and reporting.