Invoicing / Accounts Receivable Clerk

• Generate invoices based on completed work orders and maintenance reports.
• Verify service fees, technician notes, parts used, travel charges, and other billable items.
• Ensure all billing aligns with service contracts, maintenance agreements, and approved quotes.
• Submit invoices through customer portals when required and maintain complete supporting documentation.
• Process credit memos, revised invoices, and adjustments related to billing errors or service corrections.

• Record and reconcile customer payments (EFT, cheque, credit card, and online portals).
• Maintain accurate aging reports and follow up on overdue accounts.
• Investigate payment discrepancies, short pays, and missing remittances.
• Coordinate with service managers to resolve billing disputes or unclear charges.
• Support credit checks and assist with customer account setup for new service clients.

• Respond to customer inquiries regarding invoices, statements, and service-related billing questions.
• Work closely with service coordinators and field technicians to clarify job details.
• Communicate with parts and inventory teams to confirm pricing and usage for billed materials.
• Assist with month-end closing, including reconciliation of work-in-progress and accounts receivable reporting.
• Maintain organized digital and physical records of invoices, contracts, and supporting documents.

• Experience in invoicing, accounts receivable, or bookkeeping, ideally in a technical or field service environment.
• Strong proficiency with accounting or service management software and Microsoft Office applications.
• Excellent attention to detail when reviewing technician notes, parts lists, and service documentation.
• Strong communication skills for interaction with customers and internal teams.
• Ability to manage multiple priorities in a fast-paced environment.
• Understanding of basic accounting principles and service billing practices.

• Experience with service management platforms (e.g., ServiceMax, FieldAware, Jobber, ServiceTitan).
• Knowledge of parts pricing and service contract billing.
• Experience in industries such as HVAC, electrical, industrial equipment, IT services, or mechanical repair.

• Office-based role with regular communication across service, parts, and finance teams.
• Standard business hours with occasional overtime during month-end or peak periods.
• Primarily computer-based work requiring accuracy and attention to detail.

Staffmax