Billing Executive

Vivre Panels; Kolkata District; On-site; INR 900,000 - 1,200,000; Full time

Job summary

Vivre Panels is seeking a detail-oriented Billing Executive to manage invoicing, billing records, and related financial documentation. You will coordinate with Accounts, Sales, and Operations to ensure accurate, timely invoices and GST-compliant bills.

The role requires strong numerical ability, high attention to detail, and hands-on experience with billing software. You will handle high-volume transactions while ensuring accuracy and timely reconciliation.

Qualifications

• Bachelor's degree in Commerce, Accounting, Finance, or related field.
• 14+ years of experience in billing, invoicing, or finance operations.
• Experience in manufacturing/trading environments is a plus.
• Hands-on with billing/accounting software and MS Excel.
• Familiarity with GST, VAT, and tax calculations.

Responsibilities

• Prepare and issue sales invoices, debit notes, and credit notes.
• Verify billing details: rates, quantities, taxes, discounts, and terms.
• Cross-check POs, delivery challans, SOs, and other docs.
• Ensure invoices follow approved commercial terms.
• Maintain GST compliance and accurate tax calculations.
• Coordinate with Sales, Accounts, and Ops to resolve discrepancies.
• Monitor receivables and update outstanding reports.
• Support reconciliation and audit documentation.
• Prepare daily, weekly, monthly MIS reports.
• Maintain filing and retrieval of billing documents.

Skills

Billing & Invoicing

GST Knowledge

Attention to Detail

Numerical Aptitude

Documentation Skills

Coordination

High-volume Transactions

Data Entry

Education

Commerce/Accounting/Finance degree

B.Com preferred

Tools

Tally

SAP

Zoho

Oracle

Job description

Role & responsibilities

We are looking for a detail-oriented, accurate, and reliable Billing Executive to manage the company's invoicing, billing, and related financial documentation.

The role involves preparing and issuing invoices, verifying billing-related documents, coordinating with Accounts, Sales, and Operations teams, maintaining billing records, and supporting reconciliation and receivables tracking.

The ideal candidate should have strong numerical ability, attention to detail, good documentation skills, and hands-on experience with billing/accounting software. The candidate must be comfortable handling multiple transactions while maintaining accuracy and meeting billing timelines.

Key Responsibilities

Billing & Invoicing

• Prepare and issue sales invoices, debit notes, and credit notes accurately and within defined timelines.
• Verify billing details including rates, quantities, taxes, discounts, customer details, and payment terms.
• Cross-check purchase orders, delivery challans, sales orders, dispatch documents, and other supporting documents before billing.
• Ensure invoices are generated as per approved commercial terms.
• Coordinate with relevant teams to resolve billing discrepancies before invoice generation.

GST & Compliance

• Maintain billing records in accordance with GST and applicable statutory requirements.
• Ensure correct application of GST rates, tax calculations, HSN/SAC codes, and other invoice-related details.
• Maintain proper documentation for audit and compliance purposes.
• Coordinate with the Accounts team whenever clarification or correction is required.

Coordination

• Coordinate with Sales, Accounts, Operations, Dispatch, and other relevant teams for:
  • Billing approvals
  • Rate confirmation
  • Customer details
  • Dispatch status
  • Delivery challans
  • Purchase orders
  • Commercial terms
• Follow up with internal stakeholders for pending billing documents and approvals.
• Ensure invoices are submitted to customers within the required timeline.

Receivables & Payment Tracking

• Monitor invoice submission and payment status.
• Maintain and update outstanding receivables reports.
• Share pending payment information with the concerned Sales/Accounts teams.
• Support collection follow-ups wherever required.
• Identify overdue invoices and escalation long-pending cases to the appropriate team.

Reconciliation

• Assist in reconciliation of customer and vendor accounts.
• Identify mismatches between invoices, payments, credit/debit notes, and ledger balances.
• Coordinate with Accounts and customers/vendors to resolve discrepancies.
• Maintain proper records of reconciliation and adjustments.

MIS & Documentation

• Maintain accurate billing records and supporting documents.
• Prepare and update billing-related daily, weekly, and monthly MIS reports and trackers.
• Maintain records of invoices, credit notes, debit notes, cancelled invoices, and pending billing cases.
• Ensure proper filing and retrieval of billing documents.

Audit Support

• Provide billing-related documents and records required for internal and external audits.
• Support the Accounts team in resolving audit queries related to invoices and billing documentation.
• Ensure billing records are complete, accurate, and properly maintained.

Preferred candidate profile

Education

• Bachelor's degree in Commerce, Accounting, Finance, or a related field.
• B.Com preferred.

Experience

• 14 years of relevant experience in billing, invoicing, accounts, or finance operations.
• Experience in a manufacturing, trading, distribution, building materials, or similar business environment will be an advantage.

Technical Skills

• Hands-on experience with billing/accounting software or ERP systems.
• Good knowledge of MS Excel.
• Understanding of:
  • GST
  • Invoicing
  • Debit/Credit Notes
  • Purchase Orders
  • Delivery Challans
  • Receivables
  • Account Reconciliation
• Familiarity with ERP systems such as Tally, SAP, Zoho, Oracle, or similar platforms is preferred.

Key Competencies

• Strong numerical and analytical ability.
• High attention to detail.
• Accuracy in data entry and invoice preparation.
• Strong coordination and follow-up skills.
• Good documentation and record-keeping ability.
• Ability to handle high-volume transactions.
• Ability to work within strict billing timelines.
• Good written and verbal communication.
• Strong ownership and accountability.
• Ability to identify and resolve billing discrepancies independently.