Generating Invoices: Creating invoices for goods sold or services rendered to customers or clients. Billing staff compile relevant information such as products/services provided, quantities, prices, and applicable taxes or discounts to generate accurate invoices. Verifying Billing Information: Reviewing sales orders, contracts, or service agreements to ensure accuracy and completeness of billing information. Billing staff verify billing details such as billing addresses, payment terms, and pricing agreements to minimize errors and discrepancies. Sending Invoices: Distributing invoices to customers via email, mail, or electronic billing systems. Billing staff ensure that invoices are sent to the correct recipients and include all necessary details for prompt payment processing. Following Up on Outstanding Payments: Monitoring and following up on outstanding invoices to ensure timely payment. Billing staff may contact customers via phone or email to remind them of overdue payments, resolve payment disputes, and negotiate payment terms if necessary. Processing Payments: Recording and processing payments received from customers through various payment methods such as checks, credit cards, electronic funds transfers (EFT), or online payment platforms. Billing staff update payment records, apply payments to outstanding invoices, and reconcile payment transactions with accounts receivable. Issuing Credit Memos or Refunds: Handling requests for credit memos, refunds, or adjustments to invoices. Billing staff review requests, validate eligibility, and process credit memos or refunds in accordance with company policies and procedures. Maintaining Billing Records: Maintaining accurate and organized billing records and documentation. Billing staff update billing databases or software systems with invoice details, payment information, and customer communications to ensure data integrity and accessibility for audit or reporting purposes. Resolving Billing Inquiries: Addressing customer inquiries or disputes related to billing issues. Billing staff investigate billing discrepancies, provide explanations or clarifications, and work to resolve issues in a timely and satisfactory manner to maintain positive customer relationships. Generating Billing Reports: Generating and analyzing billing reports to track billing activity, aging of accounts receivable, and key performance metrics. Billing staff prepare periodic reports for management review, identify trends or areas for improvement, and make recommendations to optimize billing processes and cash flow management. Compliance and Documentation: Ensuring compliance with regulatory requirements, accounting standards, and internal controls related to billing and invoicing activities. Billing staff maintain documentation of billing processes, procedures, and approvals to support audit trails and internal controls.