INVOICE PROCESSING SPECIALIST

The Helmsman Group LLC; Massachusetts; Remote; USD 40,000 - 70,000; Full time

Job summary

The Helmsman Group LLC is seeking an Invoice Processing Specialist to manage vendor invoices, ensure accurate coding, and support timely payments. The role emphasizes two-way/three-way matching, GL coding, and strong attention to detail in a remote setting.

Responsibilities include reviewing invoices, resolving discrepancies, maintaining records, and supporting month-end close. Candidates should have 1–3 years in AP, solid Excel skills, and ERP experience.

Qualifications

• Associate or bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred.
• 1–3 years experience in accounts payable, invoice processing, accounting, or related finance role.
• Understanding of accounts payable processes and basic accounting principles.
• Experience processing invoices and performing invoice matching and verification.
• Proficiency with Microsoft Excel and accounting or ERP systems.

Responsibilities

• Receive, review, and process vendor invoices accurately and efficiently.
• Verify invoices against purchase orders, receiving documentation, contracts, and other supporting documents.
• Perform two-way and three-way matching of invoices, purchase orders, and receiving records.
• Validate vendor information, invoice amounts, payment terms, tax information, and supporting documentation.
• Enter invoices into the accounting or ERP system accurately and within established deadlines.
• Assign appropriate general ledger accounts, cost centers, departments, projects, and tax codes.
• Route invoices for appropriate approvals in accordance with company policies.
• Identify and resolve invoice discrepancies, duplicate invoices, pricing differences, quantity variances, and missing documentation.
• Communicate with vendors and internal departments regarding invoice status, discrepancies, and payment inquiries.
• Maintain accurate accounts payable records and supporting documentation.
• Process recurring, non-purchase-order, credit memo, and other specialized invoices as required.
• Assist with employee expense and reimbursement processing when applicable.
• Monitor invoice aging and ensure invoices are processed within agreed payment terms.
• Assist with weekly, monthly, and scheduled payment processing.
• Prepare and review accounts payable reports and aging schedules.
• Reconcile vendor statements and investigate outstanding or disputed balances.
• Assist with month-end and year-end accounts payable closing activities.
• Accrue expenses for goods and services received but not yet invoiced when required.
• Research and resolve outstanding invoices and unmatched transactions.
• Maintain organized electronic and physical invoice records in accordance with document-retention policies.
• Assist with vendor master-data maintenance and identify potential duplicate or unauthorized vendor records.
• Support internal and external audit requests by providing invoice documentation and transaction information.
• Follow accounts payable policies, procedures, segregation-of-duties requirements, and internal controls.
• Identify opportunities to improve invoice-processing efficiency, automation, and accuracy.
• Assist with implementation and maintenance of electronic invoice-processing and workflow systems.
• Protect confidential financial, vendor, and company information.

Skills

Accounts Payable

Invoice Processing

Invoice Verification

Three-Way Matching

Purchase-to-Pay (P2P)

Vendor Management

Vendor Statement Reconciliation

Invoice Coding

General Ledger Coding

Payment Processing

Expense Processing

Account Reconciliation

Invoice Aging

Month-End Close

ERP Systems

Microsoft Excel

Data Entry & Validation

Internal Controls

Audit Support

Process Improvement

Education

Associate or Bachelor's degree in Accounting, Finance, Business Administration, or related field

Tools

SAP

Oracle

NetSuite

Microsoft Dynamics

Microsoft Excel

Job description

Job Title: Invoice Processing Specialist

Job Type: (Remote)

Job Summary

The Invoice Processing Specialist — Accounts Payable is responsible for accurately and efficiently processing vendor invoices, maintaining accounts payable records, resolving invoice discrepancies, and supporting timely vendor payments. This position ensures invoices are properly reviewed, coded, approved, recorded, and processed in accordance with company policies and internal controls.

Key Responsibilities

• Receive, review, and process vendor invoices accurately and efficiently.

• Verify invoices against purchase orders, receiving documentation, contracts, and other supporting documents.

• Perform two-way and three-way matching of invoices, purchase orders, and receiving records.

• Validate vendor information, invoice amounts, payment terms, tax information, and supporting documentation.

• Enter invoices into the accounting or ERP system accurately and within established deadlines.

• Assign appropriate general ledger accounts, cost centers, departments, projects, and tax codes.

• Route invoices for appropriate approvals in accordance with company policies.

• Identify and resolve invoice discrepancies, duplicate invoices, pricing differences, quantity variances, and missing documentation.

• Communicate with vendors and internal departments regarding invoice status, discrepancies, and payment inquiries.

• Maintain accurate accounts payable records and supporting documentation.

• Process recurring, non-purchase-order, credit memo, and other specialized invoices as required.

• Assist with employee expense and reimbursement processing when applicable.

• Monitor invoice aging and ensure invoices are processed within agreed payment terms.

• Assist with weekly, monthly, and scheduled payment processing.

• Prepare and review accounts payable reports and aging schedules.

• Reconcile vendor statements and investigate outstanding or disputed balances.

• Assist with month-end and year-end accounts payable closing activities.

• Accrue expenses for goods and services received but not yet invoiced when required.

• Research and resolve outstanding invoices and unmatched transactions.

• Maintain organized electronic and physical invoice records in accordance with document-retention policies.

• Assist with vendor master-data maintenance and identify potential duplicate or unauthorized vendor records.

• Support internal and external audit requests by providing invoice documentation and transaction information.

• Follow accounts payable policies, procedures, segregation-of-duties requirements, and internal controls.

• Identify opportunities to improve invoice-processing efficiency, automation, and accuracy.

• Assist with implementation and maintenance of electronic invoice-processing and workflow systems.

• Protect confidential financial, vendor, 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 payable, invoice processing, accounting, or a related finance role.

• Understanding of accounts payable processes and basic accounting principles.

• Experience processing invoices and performing invoice matching and verification.

• Proficiency with Microsoft Excel and accounting or ERP systems.

• Strong attention to detail and accuracy.

• Good organizational and time-management skills.

• Strong communication and vendor-service skills.

• Ability to manage a high volume of invoices while meeting deadlines.

• Ability to identify discrepancies and resolve issues effectively.

Preferred Qualifications

• Experience with ERP systems such as SAP, Oracle, NetSuite, Microsoft Dynamics, or similar platforms.

• Experience with automated invoice-processing systems and OCR technology.

• Knowledge of three-way matching and purchase-to-pay processes.

• Experience with electronic payment systems such as ACH and electronic funds transfer.

• Knowledge of sales and use tax or VAT concepts where applicable.

• Experience supporting month-end and year-end close activities.

• AP certification or other accounting-related certification is a plus.

• Experience with workflow automation and accounts payable process improvement.

Key Skills

• Accounts Payable

• Invoice Processing

• Invoice Verification

• Three-Way Matching

• Purchase-to-Pay (P2P)

• Vendor Management

• Vendor Statement Reconciliation

• Invoice Coding

• General Ledger Coding

• Payment Processing

• Expense Processing

• Account Reconciliation

• Invoice Aging

• Month-End Close

• ERP Systems

• Microsoft Excel

• Data Entry & Validation

• Internal Controls

• Audit Support

• Process Improvement

Core Competencies

• Invoice Accuracy: Ability to accurately review, validate, code, and process high volumes of invoices.

• Attention to Detail: Ability to identify discrepancies, duplicate invoices, incorrect charges, and missing documentation.

• Accounting Knowledge: Understanding of accounts payable processes, general ledger coding, and basic accounting principles.

• Problem Solving: Ability to investigate invoice and payment issues and coordinate timely resolutions.

• Vendor Communication: Ability to communicate professionally with vendors and internal stakeholders regarding invoices and payments.

• Organization: Ability to manage large volumes of transactions, documentation, and competing deadlines.

• Internal Controls: Ability to follow approval, documentation, segregation-of-duties, and payment-control requirements.

• Process Improvement: Ability to identify opportunities to streamline and automate invoice-processing activities.