A Billing Executive is responsible for managing the billing process, maintaining records of purchases, and managing inventory records. The role involves generating accurate bills/invoices, entering and managing purchase orders, and maintaining inventory records in a systematic and organized manner to ensure smooth financial operations of the business.

Key Responsibilities:

1. Billing and Invoicing:

• Generate and issue accurate customer invoices based on sales orders, delivery notes, or contracts.
• Ensure all invoices are in line with company policy and contain accurate information such as product details, pricing, taxes, and discounts.
• Handle invoice discrepancies and resolve billing issues in a timely manner.
• Monitor and follow up on unpaid or outstanding invoices and coordinate with the accounts team for payment collection.

1. Purchase Entries:

• Record and verify purchase orders, ensuring all received goods match the purchase order details.
• Maintain a log of all purchases with details like supplier name, order date, payment terms, and quantities received.
• Ensure that purchases are recorded promptly in the accounting or ERP system.
• Reconcile purchase entries with inventory records and supplier invoices to avoid discrepancies.

1. Inventory Management:

• Maintain accurate inventory records by updating stock quantities after every purchase or sale.
• Conduct regular inventory checks and audits to ensure physical inventory matches system records.
• Track stock levels and assist in inventory forecasting to prevent stock shortages or overstocking.
• Liaise with the procurement team to ensure timely replenishment of stock based on inventory levels.
• Prepare inventory reports for management, highlighting discrepancies or low stock items.

1. Financial Reporting:

• Prepare and submit daily, weekly, and monthly billing and purchase reports to management.
• Assist in preparing financial statements by providing necessary data on billing, purchases, and inventory.
• Assist with the reconciliation of accounts to ensure that all billing and purchase records are accurately reflected in the company's financials.

1. Compliance and Documentation:

• Ensure compliance with all local and national tax regulations (e.g., VAT, GST, etc.) in billing and invoicing processes.
• Maintain organized and accessible records of all invoices, purchase orders, and inventory documents for audit purposes.
• Assist in the preparation of documents required for external or internal audits.

1. Customer and Supplier Relations:

• Communicate effectively with customers regarding billing queries, clarifications, or adjustments.
• Coordinate with suppliers for order confirmations, delivery schedules, and invoice-related matters.
• Resolve discrepancies or disputes with customers and suppliers related to billing and purchase orders.