Accounts Executive

Job Description (JD): Invoice Validation, Vendor and Partner Coordination Executive

Role Objective

To ensure accurate validation, reconciliation, and reporting of Partner and VHM-related invoices, while coordinating with internal teams, service centers, and logistics partners to minimize discrepancies, duplications, and revenue leakages.

Key Responsibilities

1. Vendor Invoice Validation & Summary Preparation

· Validate vendor invoices against service details, approvals, and supporting documents.

· Verify invoice values, GST details, dates, vehicle numbers, and line items.

· Prepare consolidated summaries of validated and disputed invoices.

· Track pending, rejected, and corrected invoices and ensure timely closure.

2. Ramp Invoice Validation

· Cross-check Ramp invoices with actual job cards, service approvals, and vehicle movement records.

· Validate labor charges, spares, and additional costs as per approved estimates.

· Identify excess charges, duplicate entries, or non-approved items and highlight discrepancies.

3. Partner Batch-wise Summary & Duplication Reconciliation

· Prepare batch-wise summaries for Partner submissions.

· Identify and reconcile duplicate invoices across batches.

· Ensure no invoice is submitted multiple times across different Partner batches.

· Coordinate with Accounts and Operations teams for reconciliation and corrections.

4. Partner Batch-wise Invoice Validation (In-house & Showroom – Soft Copies)

· Validate soft copies of invoices received from in-house workshops and external showrooms.

· Ensure completeness of documentation including job cards, approvals, DMS history, and supporting evidence.

· Segregate invoices as warranty / non-warranty / insurance / outside charges.

· Maintain batch-wise digital records for audit and tracking purposes.

5. Vendor Management & Coordination

· Coordinate with service centers, vendors, and partners for invoice clarifications and missing documents.

· Follow up on disputed invoices, corrections, and revised submissions.

· Communicate policy guidelines and billing standards to vendors to avoid future discrepancies.

· Maintain healthy vendor relationships while ensuring cost control and compliance.

6. Porter Usage Analysis & Reporting

· Analyze porter usage for vehicle movements (breakdown, inter-city, showroom transfers).

· Validate porter charges against approved movement reasons and distance.

· Identify misuse, repetitive movements, or avoidable porter costs.

· Prepare periodic reports highlighting cost optimization opportunities.

7. Bike Tagging Deductions

· Validate bike tagging data against actual vehicle deployment and usage.

· Identify incorrect or delayed tagging leading to deductions.

· Coordinate with operations and fleet teams to correct tagging errors.

· Prepare deduction justification reports and support recovery wherever applicable.

Key Skills & Competencies

· Strong knowledge of invoice validation, GST basics, and reconciliation.

· Good understanding of vehicle service processes (in-house & showroom).

· Proficiency in MS Excel / Google Sheets (VLOOKUP, Pivot Tables, data reconciliation).

· Strong coordination and follow-up skills.

· Attention to detail and ability to handle large volumes of data.

· Effective communication with internal teams and external vendors

Preferred Qualifications

· Graduate in Commerce / Finance / Operations / Automobile.

· 2–4 years of experience in invoice processing, vendor management, or operations finance.

· Experience in fleet, automotive, insurance, or service operations is an added advantage.