Billing Executive

JOB DESCRIPTION – BILLING EXECUTIVE

Company: Indian Metal & Hardware Syndicate (IMHS)

Location: Chrompet, Chennai

Department: Billing & Operations

Job Type: Full-time

Experience: 0–3 years preferred

Software: Busy Accounting Software

About the Company

Indian Metal & Hardware Syndicate is an established wholesale distributor of plumbing, sanitaryware and hardware products in Chennai. We serve a large network of dealers and retailers and require an efficient, accurate and responsible Billing Executive to support our daily billing and dispatch operations.

Job Purpose

To ensure accurate and timely preparation of sales invoices, verify product and pricing details, coordinate with the sales and godown teams, and maintain proper billing records using Busy Accounting Software.

Key Responsibilities

1. Sales Billing

• Prepare sales invoices, GST invoices, cash bills and other sales documents in Busy.
• Generate invoices based on approved sales orders and customer requirements.
• Verify product names, item codes, quantities, rates, discounts and GST rates before generating invoices.
• Ensure correct customer details, GSTIN, billing address and delivery address.
• Apply only authorised rates, discounts and credit terms.

2. Order Verification & Coordination

• Coordinate with the sales team to clarify order details, pricing and special discounts.
• Check stock availability and coordinate with the godown team before confirming dispatch readiness.
• Ensure billed quantities match the approved order and actual goods being dispatched.
• Identify and report discrepancies, duplicate orders, incorrect rates or stock mismatches immediately.

3. Dispatch Coordination

• Coordinate with packing, godown and delivery staff to ensure timely processing of billed orders.
• Provide invoices and required documents to the dispatch team.
• Ensure the correct invoice is linked to the correct customer and consignment.
• Assist with preparing e-way bills and other dispatch documents wherever applicable and authorised.

4. Credit & Payment Verification

• Check customer credit limits, outstanding balances and payment status as per company policy before billing.
• Obtain approval before processing orders that exceed credit limits or involve special credit terms.
• Coordinate with the accounts and collection teams regarding payment confirmations, credit notes and billing discrepancies.
• Never alter customer balances or approve unauthorised credit adjustments.

5. Documentation & Record Maintenance

• Maintain proper records of invoices, cancelled bills, credit notes, debit notes and related documents.
• Ensure all billing entries are completed accurately and on time.
• Report invoice cancellations, amendments and unusual transactions to the authorised person.
• Assist in maintaining daily billing reports and pending-order reports.

6. Daily Reporting

• Prepare daily sales billing summaries and submit them to the reporting manager.
• Report pending orders, billing delays, stock discrepancies and invoice errors.
• Ensure all assigned billing work is completed before the end of the working day.
• Maintain confidentiality of company pricing, customer information and financial records.

Skills & Qualifications

• Graduate or undergraduate with relevant billing experience.
• Minimum 1–3 years of experience in billing, preferably in wholesale distribution, plumbing, sanitaryware or hardware.
• Working knowledge of Busy Accounting Software is preferred.
• Basic understanding of GST invoices, HSN codes and applicable GST rates.
• Good computer skills, especially data entry and Excel.
• Strong numerical accuracy and attention to detail.
• Ability to handle multiple invoices and high-volume billing without compromising accuracy.
• Good communication and coordination skills.
• Honest, punctual, organised and willing to take responsibility.

Performance Expectations (KPIs)

The employee will be evaluated on:

1. Billing accuracy: Correct items, quantities, rates, discounts and GST.
2. Billing speed: Timely processing of approved customer orders.
3. Error rate: Minimum billing errors, cancellations and corrections.
4. Dispatch coordination: Proper matching of invoices with goods dispatched.
5. Documentation: Complete and accurate billing records.
6. Compliance: Strict adherence to authorised pricing, credit limits and company procedures.
7. Reporting: Timely submission of daily billing reports.

Working Conditions

• Full-time, on-site role at the company’s Chennai premises.
• Must be comfortable handling repetitive, detail-oriented work in a busy wholesale distribution environment.
• Must coordinate closely with sales, accounts, packing, godown and dispatch teams.

Reporting To

Billing In-charge / Accounts Manager / Management.

Important Instructions

• No invoice should be generated with unauthorised pricing or discounts.
• No customer credit limit should be bypassed without approval.
• Any mismatch in quantity, rate, GST or stock must be reported immediately.
• Accuracy, integrity, discipline and timely coordination are essential for this role.

To Apply: Candidates may submit their resume along with details of their billing experience, Busy software knowledge, current salary and expected salary.