Invoicing Clerk at Staff Solutions

Role Overview

• The Invoicing Clerk is responsible for the accurate, timely, and compliant processing of customer invoices within a truck sales environment. This role ensures that all vehicle sales transactions are correctly captured through the Electronic Data Processing (EDP) system and successfully interfaced with SAP to generate accurate invoices.
• The position plays a critical role in maintaining financial integrity, revenue recognition accuracy, and exceptional customer billing service while supporting operational efficiency across the business.

Key Responsibilities
Invoice Processing & Validation

• Verify the accuracy, completeness, and logical consistency of all invoicing instructions received.
• Ensure invoice instructions contain:
• Correct pricing and VAT calculations
• Approved discounts and accessories
• Accurate customer and billing information
• Delivery party details (where applicable)
• Valid Offer to Purchase (OTP) documentation
• Correct addresses and contractual terms
• Bank approval for financed transactions
• Valid proof of payment for deposits and cash transactions

Vehicle Sales Invoicing

• Generate customer invoices for:
• Local vehicle sales
• Export vehicle sales
• Dealer network transactions
• Branch retail customer sales
• Process and manage commercial invoices efficiently.

Systems & Financial Administration

• Monitor interfaces between EDP and SAP to ensure successful data transfer and transaction posting.
• Maintain a sound understanding of SARS VAT regulations and ensure compliance.
• Process credit notes and sales reversals in accordance with company policies and approved procedures.
• Demonstrate a basic understanding of vehicle floorplan financing processes.

Reconciliations & Reporting

• Reconcile invoices against delivery documentation and sales orders when required.
• Support month-end close activities, including:
• Revenue reporting
• Billing cut-off procedures
• Revenue reconciliations
• Prepare detailed month-end revenue reports to provide management with meaningful insights into billing performance.
• Compile ad hoc invoicing and revenue reports as requested by management.

Stakeholder Support & Compliance

• Liaise effectively with the Sales Support Team, including Stock and Delivery departments, regarding vehicle status and location when required.
• Respond promptly to internal queries relating to invoices, billing discrepancies, and credit notes.
• Assist internal and external auditors by providing supporting documentation and transaction records.

Additional Skills & Responsibilities

• Provide proactive support to management and contribute positively to departmental objectives.
• Manage workload efficiently while maintaining a high level of accuracy and attention to detail.
• Participate in relevant training and development initiatives.
• Contribute to the growth and development of team members by sharing knowledge and best practices.
• Adhere to all company policies, procedures, and asset management requirements.
• Maintain excellent housekeeping, filing, and record-keeping standards.
• Ensure ongoing compliance with all Health and Safety regulations.
• Build and maintain strong internal and external relationships through effective communication and professionalism.

Minimum Requirements

Qualifications & Experience

• Diploma or Certificate in Accounting, Bookkeeping, or a related field
• Minimum 5 years' experience in a similar invoicing, billing, or finance administration role
• Working knowledge and experience with SAP Accounting Systems
• Valid Code 8 Driver's Licence

Personal Attributes

• Strong attention to detail and commitment to accuracy
• Confident, proactive, and solutions-driven approach
• Ability to anticipate issues and respond effectively
• Strong communication and interpersonal skills
• Excellent organisational and time management abilities
• Team-oriented with the ability to work collaboratively across departments
• High level of integrity, accountability, and professionalism