Invoicing Clerk

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