Invoice Processing Specialist Job Gorham area,Maine USA,Accounting

Position: INVOICE PROCESSING SPECIALIST

Job Title: Invoice Processing Specialist

Job Type: (Remote)

Job Summary

The Invoice Processing Specialist — Accounts Receivable is responsible for preparing, reviewing, processing, and maintaining customer invoices and accounts receivable transactions. This position ensures invoices are accurate, timely, properly recorded, and aligned with customer contracts, sales orders, pricing agreements, and company policies.

The role also supports customer account reconciliation, payment application, collections coordination, and resolution of billing discrepancies to help maintain accurate accounts receivable records and healthy cash flow.

Key Responsibilities

Prepare and process customer invoices accurately and within established billing schedules.
Review sales orders, contracts, purchase orders, service agreements, and supporting documentation before invoicing.
Verify customer information, billing addresses, pricing, quantities, tax codes, payment terms, and discounts.
Enter and maintain invoices in the accounting or ERP system.
Generate recurring, milestone, project-based, and other customer invoices as required.
Process credit memos, debit memos, adjustments, and billing corrections.
Ensure invoices comply with customer requirements and contractual billing terms.
Review invoices for accuracy and completeness before distribution to customers.
Distribute invoices through email, electronic billing portals, EDI, or other approved methods.
Monitor invoice status and follow up on rejected, disputed, or returned invoices.
Research and resolve billing discrepancies in collaboration with Sales, Customer Service, Operations, and Finance teams.
Maintain accurate customer account and billing records.
Apply customer payments to the appropriate invoices and accounts when required.
Reconcile customer accounts and investigate unapplied or unidentified payments.
Assist with accounts receivable aging analysis and identify overdue customer balances.
Coordinate with collections personnel regarding past-due invoices and customer disputes.
Respond to customer inquiries regarding invoices, account balances, payment status, and billing documentation.
Prepare customer statements and account summaries.
Assist with month-end and year-end accounts receivable closing activities.
Reconcile accounts receivable subledger balances to the general ledger.
Research and resolve discrepancies between billing records, customer accounts, and the general ledger.
Prepare accounts receivable reports, invoice aging reports, and billing summaries.
Maintain organized electronic records of invoices, credit memos, supporting documentation, and customer correspondence.
Support internal and external audit requests related to billing and accounts receivable transactions.
Follow company policies, accounting procedures, internal controls, and applicable tax requirements.
Identify opportunities to improve billing accuracy, processing efficiency, automation, and customer service.
Assist with testing and implementation of billing system upgrades, process changes, and automation initiatives.
Maintain confidentiality of customer, financial, and company information.

Qualifications

Associate or bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
1–3 years of experience in accounts receivable, billing, invoice processing, accounting, or a related finance role.
Understanding of accounts receivable and basic accounting principles.
Experience preparing and processing customer invoices.
Proficiency with Microsoft Excel and accounting or ERP systems.
Strong attention to detail and numerical accuracy.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Ability to manage a high volume of invoices and…