Remote Invoice Processing Expert

The Helmsman Group LLC; Maine; Remote; USD 45,000 - 65,000; Full time

Job summary

The Helmsman Group LLC is seeking an Invoice Processing Specialist—Accounts Receivable to prepare, review, and maintain customer invoices and AR transactions. This role ensures accurate, timely billing aligned with contracts, orders, pricing, and policies.

The position supports account reconciliation, payment application, collections coordination, and resolution of billing discrepancies to maintain healthy cash flow and accurate AR records.

Qualifications

• Associate or bachelor's degree in Accounting, Finance, Business Administration, or related field.
• 1–3 years 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 transactions while meeting deadlines.
• Ability to investigate discrepancies and resolve billing issues effectively.
• Experience with ERP systems such as SAP, Oracle, NetSuite, Microsoft Dynamics, or similar platforms.
• Experience with automated billing and invoicing systems.
• Knowledge of electronic invoicing, EDI, and customer billing portals.
• Experience with accounts receivable aging and customer account reconciliation.
• Knowledge of sales tax, use tax, VAT, or other applicable billing requirements.
• Experience supporting month-end and year-end close activities.
• Experience with revenue billing and contract-based invoicing.
• Accounting or accounts receivable certification is a plus.
• Experience with process automation and accounts receivable improvement initiatives.

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.

Skills

Accounts Receivable

Customer Invoicing

Invoice Processing

Billing Operations

Invoice Verification

Customer Account Reconciliation

Payment Application

Credit & Debit Memos

Billing Adjustments

Accounts Receivable Aging

Collections Support

Customer Account Management

General Ledger Reconciliation

ERP Systems

Microsoft Excel

E-Invoicing / EDI

Data Entry & Validation

Month-End Close

Audit Support

Process Improvement

Education

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

Tools

ERP Systems (SAP/Oracle/NetSuite/MS Dynamics)

Job description

The Helmsman Group LLC is seeking an Invoice Processing Specialist—Accounts Receivable to prepare, review, and maintain customer invoices and AR transactions. This role ensures accurate, timely billing aligned with contracts, orders, pricing, and policies.

The position supports account reconciliation, payment application, collections coordination, and resolution of billing discrepancies to maintain healthy cash flow and accurate AR records.