Billing & Debtors Clerk

Primary task is the detailed monthly timesheet analysis per client:

• Reviewing timesheet data in Excel,
• Classifying time by pricing model,
• Identifying overruns,
• Proposing billing amounts,
• Preparing invoices in Xero for Supervisor review, KAM and Manager confirmation, and final Managing Partner approval.

The Person:

• Relevant Accounting/Bookkeeping qualification.
• Prior billing, bookkeeping or accounts receivable experience preferred.
• Understand the professional services billing, a strong advantage.
• Must have Xero, and Excel experience.

Report to the Billing & Debtors Supervisor:

• Extract timesheet data from the Intraweb system.
• Conduct a detailed timesheet review per client in the monthly billing Excel sheet.
• Propose billing amounts for each client based on the timesheet analysis and the applicable pricing model.
• Identify overruns on all-inclusive and standard clients.
• Carry forward unresolved overruns on the billing sheet until a decision is made - additional billing, separate invoice or written off as a loss leader.
• Circulate billing proposals to the relevant KAM, Account Manager or staff member for confirmation of what was done and what is being charged.
• Incorporate confirmed changes and prepare final invoice drafts in Xero.
• Complete the full billing run.

Invoice Preparation in Xero:

• Prepare invoices in Xero accurately.
• Issue standard and all-inclusive invoices at the start of the month and reconcile them in the billing run for overrun identification.
• Process approved invoices for issue after Managing Partner final approval.
• Reconcile Xero invoice records to the billing analysis at all times.
• Process credit notes, adjustments and write-offs as instructed by the Supervisor.

Debtors Management and Calls:

• Make debtors calls to clients with outstanding invoices.
• Check debtor status in Xero before every call.
• Follow up on payment commitments on the agreed date.

Query Handling:

• Answer billing and invoice queries from clients and internal staff.
• Escalate queries about pricing disputes, credit requests, overrun decisions and any matter requiring management judgment.

Client Debtors Support Allocation:

• Assist specific clients with their own debtors function.
• Assist with salary recovery for the firm.

Infinity Workflow Management:

• Log monthly billing cycle in Infinity in real time and update Infinity immediately upon completing each step.
• Use Infinity to track the billing cycle status for every client in the run.
• Flag any billing engagement at risk of missing the deadline to the Supervisor.

• Maintain the confidentiality of all billing, invoicing and debtor information.
• Actively participate in both biannual T&D sessions with a self-driven agenda focused on billing system proficiency and development toward Supervisor level.

Competencies:

• Billing analysis accuracy.
• Pricing model knowledge.
• Overrun identification.
• Xero accuracy.
• Debtor status awareness.
• Debtors call discipline.
• Deadline discipline.
• Infinity discipline.