Accounts Receivable Clerk
Job Overview
The Accounts Receivable Clerk participates in the company’s accounts receivable process by processing incoming payments, reconciling accounts, and resolving discrepancies. The Accounts Receivable Clerk may also be responsible for preparing invoices, generating regular reports, or responding to customer or internal account inquiries. Acting as an Accounts Receivable Clerk is a classic entry point for a career in accounting, finance, and treasury management.
Organizational Impact
The Accounts Receivable Clerk plays a crucial role in the financial management of an organization. The impact of this job on the organization can be summarized as follows:
1. Cash flow management: The Accounts Receivable Clerk is responsible for managing the organization's cash flow by ensuring that all outstanding invoices are collected on time. This helps the organization to maintain a healthy cash flow and avoid any financial difficulties.
2. Customer relations: The Accounts Receivable Clerk interacts with customers on a regular basis to collect payments and resolve any billing issues. This helps to maintain positive relationships with customers and ensures that they continue to do business with the organization.
3. Financial reporting: The Accounts Receivable Clerk is responsible for maintaining accurate records of all accounts receivable transactions. This information is used to prepare financial reports that provide insights into the organization's financial performance.
4. Compliance: The Accounts Receivable Clerk ensures that all billing and collection practices are in compliance with regulatory requirements. This helps to avoid any legal or financial penalties that may arise from non-compliance.
5. Cost savings: The Accounts Receivable Clerk helps to reduce the organization's costs by minimizing the amount of bad debt and uncollected invoices. This helps to improve the organization's profitability and financial stability.
Overall, the Accounts Receivable Clerk plays a critical role in the financial management of an organization and has a significant impact on its success.
Key Systems
- Accounting software (e.g. QuickBooks, Xero)
- Customer relationship management (CRM) software (e.g. Salesforce, HubSpot)
- Spreadsheet software (e.g. Microsoft Excel, Google Sheets)
- Payment processing systems (e.g. PayPal, Stripe)
- Electronic invoicing systems (e.g. Bill.com, FreshBooks)
Inputs
- Invoices and billing statements from customers
- Sales orders and contracts
- Payment receipts and deposit slips
- Customer account information and credit history
- Communication with sales and customer service teams regarding payment issues
Outputs
- Daily reports on outstanding customer balances
- Invoices and statements sent to customers
- Receipts and deposits recorded in accounting system
- Communication with customers regarding payment status and discrepancies
- Reconciliation of accounts receivable balances with general ledger
Activities
- Post all cash
- Handle daily NSF checks
- Print and review monthly billing statements
- Process Consumer Price Index (CPI charges) for all markets
- Assess all miscellaneous billings and credits
- Assess late fees
- Monitor and prepare ACH/EFT- debits, checking, government direct deposits, wire transfers, etc.
- Research missing payments
Recommended Items
- Invoicing procedures and templates
- Customer payment terms and policies
- Accounts receivable aging report
- Collection procedures and scripts
- Cash application process and reconciliation guidelines
Content Examples
- Invoices and billing statements
- Payment receipts and records
- Aging reports and account reconciliations
- Customer account statements and correspondence
- Credit memos and adjustments
Sample Event-Driven Tasks
- Send a reminder email to a customer when their payment is past due
- Generate and send monthly statements to customers with outstanding balances
- Initiate a phone call to a customer when a payment is returned as insufficient funds
- Update customer account information when a payment is received with a new address or contact information
- Place a hold on a customer's account when their balance exceeds their credit limit
Sample Infill Tasks
- Contacting customers to follow up on outstanding invoices
- Posting and reconciling payments received from customers
- Generating and sending monthly statements to customers
- Investigating and resolving discrepancies or disputes related to customer accounts
- Assisting with the preparation of financial reports and analysis related to accounts receivable.