Administrator: Finance - Time and Material Billing at Altron Bytes Systems Integration

JOB PURPOSE

• Accomplishes Billing Departmental objectives by measuring T&M billing results against set Departmental and Company goals.  
• Ensuring no T&M billing missed month end cut off and no revenue loss due to billable no charges.  Monthly/daily processing of invoices. 
• Monitoring ALL calls in Resolved status daily, checking detail, correctness of comments and T&M billing rules. Pre-bill T&M calls on a daily basis.  

KEY RESPONSIBILITIES: 

• Pre-billing of calls on a daily basis
• Maintaining invoicing by submitting pre-bills to the Customer Delivery Manager on monthly or daily basis as per agreement.  
• No T&M/Project/Repair Order billing to miss monthly cut off.  Ensuring invoice supporting documentation is available on the system.  
• Highlight and escalate all outstanding documentation/unfulfilled demands/billing instructions/PO’s or any other query/documentation that delays billing.

CORE RESPONSIBILITIES:

• Closed Calls – Resolve Status (CM Calls)
• Closed Calls not invoiced must not exceed 45 days unless valid reason 

Project Calls

• Must have full understanding of project content and deadlines
• Processing project trial run/billing on monthly basis or on project closure

T&M Invoicing

• Ensure invoices are generated within 45 days of call closure 
• Pre-bill calls on a daily basis
• All Prebills to be submitted to the SDM/Customer as per Customer requirements
• Trial runs  - Generate invoices according to Customer rules and requirements 
• Final invoices to be checked and verified before distribution                                                                                                                                                                           
• Upload/release invoices, supporting documentation and schedules in Capisol 
• Possible billable no charge calls to be escalated 

Maintaining Customer files 

• Save (electronic filing) all Customer correspondence documentation daily per Customer, ensuring that documents are easily retrievable

Credit notes

• Reject credit notes when there is not sufficient supporting documentation and/or insufficient information                                                                                                     
• Kick off Credit Note workflow in FlowCentric and follow through until all approvals are obtained.
• Ensure that credits are processed before month end close     
• Upload/release credit note and supporting documentation in Capisol. 
• Save all communication in Billing Department folder in Teams

Quality Management Compliance

• Ensure adherence to the quality procedures for Department/Company
• Time and Material rates