Invoicing clerk

Role Purpose

The Invoicing Clerk will manage the day-to-day invoicing process, ensuring customer orders are accurately converted into invoices and supported by the relevant sales and delivery documentation. The role will work closely with Sales, Warehouse, Dispatch and Accounts to ensure accurate billing and smooth order-to-cash operations.

Budget: Ksh 50k-60k gross

Key Responsibilities

• Prepare and issue accurate customer invoices based on approved orders and delivery documentation.
• Verify quantities, prices, discounts, taxes and customer details before invoicing.
• Match invoices with sales orders, delivery notes and other supporting documents.
• Maintain accurate and up-to-date invoicing records.
• Process credit notes, debit notes and invoice adjustments as authorized.
• Coordinate with Sales, Dispatch and Accounts teams to resolve invoicing discrepancies.
• Follow up on missing documentation required for invoicing.
• Ensure invoices are issued within agreed timelines.
• Support reconciliation of invoices, customer statements and sales records.
• Maintain proper filing of invoices and related documentation.
• Assist with responding to customer queries relating to invoices and billing.
• Prepare routine invoicing reports and provide information required by the Finance team.
• Ensure compliance with company invoicing procedures and applicable tax requirements.
• Perform any other finance-related duties assigned by the supervisor.

Key Requirements

• Diploma or Degree in Accounting, Finance, Business Administration or a related field.
• 1–3 years' experience in invoicing, billing, accounts receivable or sales administration.
• Experience in FMCG, food manufacturing and distribution is highly preferred.
• Experience handling high-volume daily invoicing and sales transactions.
• Proficiency in Excel and experience using ERP/accounting systems.
• Good understanding of sales orders, delivery notes, invoices, credit notes and customer accounts.
• Familiarity with eTIMS and basic tax invoicing requirements.
• Strong numerical and data-entry accuracy.
• Ability to work in a fast-paced environment and meet daily invoicing deadlines.

Key Competencies

• Attention to detail
• Numerical accuracy
• Organization and time management
• Data entry accuracy
• Problem-solving
• Accountability
• Teamwork
• Customer service orientation
• Confidentiality and integrity