Invoicing Specialist

Job Title:

Invoicing Specialist

Job Description

The Invoicing Specialist supports the invoicing and customer portals team by responding to invoice and statement inquiries, processing requests through multiple invoicing platforms, and helping ensure accurate, timely billing. In this role, you build strong relationships with customers, resolve billing issues, and may assist with business-to-business collections activities focused on maintaining goodwill rather than pursuing third-party collections. You work closely with accounting, credit, and cash application teams in a collaborative, corporate headquarters environment that values long-term careers, work-life balance, and flexibility.

Responsibilities

+ Respond to invoice inquiries from customers in a timely and professional manner.

+ Send and respond to customer statement requests and related billing questions.

+ Work within customer portals and invoicing software, including Coupa and other internal invoicing platforms.

+ Navigate SAP (including SAP S4

HANA) and customer portals to view, track, and follow up on invoices.

+ Assist with collections activities on manufacturing and service accounts in a relationship-focused, B2B environment, as needed.

+ Expedite the resolution of unpaid customer accounts to minimize receivables while maintaining strong customer relationships and goodwill.

+ Coordinate the resolution of customer disputes with internal departments and customer contacts.

+ Work directly with customers to analyze account history and clarify open balances, credits, and payments.

+ Collaborate with various internal teams to analyze and resolve customer issues, with a focus on identifying and addressing root causes.

+ Contact customers when new orders are placed on hold to resolve disputes and expedite payments so orders can be released.

+ Participate in the credit approval process as needed, providing account information and insights.

+ Respond promptly to customer requests via phone and email, including processing credit card payments and requesting customer master data updates.

+ Identify accounts that may require demand letters and escalate accounts that require handling by third-party collection agencies, in accordance with company policy, while not performing third-party collections directly.

+ Handle a high volume of work while meeting weekly and monthly performance metrics related to contacts, collections, and resolution timelines.

+ Maintain accurate documentation of customer interactions, account status, and actions taken within systems and portals.

+ Contribute positively to a collaborative team environment by sharing information, supporting colleagues, and participating in continuous process improvements.

Essential Skills

+ At least 6 months of experience in accounts receivable, invoicing, collections, or billing.

+ Hands-on experience with accounts receivable processes in a B2B environment.

+ Experience handling invoice inquiries, statements, and billing-related customer communications.

+ Ability to work within customer portals and invoicing platforms, including Coupa or similar systems.

+ Willingness and ability to learn SAP and other enterprise resource planning systems; prior SAP experience is a plus.

+ Strong customer service skills with the ability to build and maintain positive relationships with customers.

+ Comfort working with weekly and monthly performance metrics and achieving defined targets.

+ Ability to manage a high volume of work, including multiple accounts and tasks simultaneously.

+ Strong multitasking skills and the ability to prioritize effectively in a fast-paced environment.

+ Clear and professional communication skills, both verbal and written, especially via phone and email.

+ Strong analytical and problem-solving skills to review account history, identify issues, and recommend solutions.

+ Attention to detail and accuracy when working with invoices, account balances, and financial data.

+ Comfort working in a manufacturing and/or service industry context, or willingness to quickly learn these environments.

Additional

Skills & Qualifications

+

Experience with Coupa or similar invoicing and procurement portals is highly desirable.

+

Experience with SAP, particularly SAP S4

HANA, is a strong plus.

+ Previous experience in a manufacturing and/or service industry environment is preferred but not required.

+ Exposure to business-to-business collections in a relationship-focused setting is beneficial.

+ Familiarity with credit approval processes and working alongside credit and cash application teams is an advantage.

+ No specific formal education requirements; candidates from a variety of educational backgrounds are welcome.

+ Demonstrated ability to adapt to new systems, processes, and technologies.

+ Track record of working effectively within a large accounting and finance organization or corporate headquarters environment.

Work Environment

Employees tend to build long-term careers here, with many team members staying 20, 30, or even 40 years, reflecting a…